[Hiring] Client Operations & Administrative Virtual Assistant @20four7VA

Role Description

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia. An HR consulting business serving primarily U.S.-based immigration petitioners is seeking a part-time Business Support VA to assist with client communication, invoicing, documentation, process tracking, and general administrative operations.

The VA will help move client matters through established workflows, keep information organized, and reduce the volume of recurring administrative work currently handled by the owners. The role will initially focus on well-defined operational tasks, with responsibilities expanding as processes become established.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

• Client & Email Support
  • Monitor and assist with client email communications
  • Respond to routine questions using client-provided information and templates
  • Follow up on outstanding information and documentation
  • Maintain professional, timely written communication
  • Escalate technical or specialized HR-related questions to the client
  • Track open client requests and next steps
• Invoicing & Administrative Support
  • Prepare and organize invoice documentation
  • Send invoices and payment-related information as directed
  • Track invoice and payment status
  • Maintain invoice information within Google Sheets or other client systems
  • Follow up on outstanding administrative items
  • Maintain organized client and business records
• Process & Project Coordination
  • Track client matters through established workflows
  • Help ensure required steps and follow-ups are completed
  • Update HubSpot records and client information
  • Maintain task and project trackers
  • Flag overdue or stalled items
  • Assist with documenting recurring workflows and SOPs
  • Support general process improvements as the business grows
• Document Support
  • Review and format client-facing documents
  • Proofread written materials for grammar, consistency, and accuracy
  • Assist with document revisions based on client direction
  • Maintain organized versions and supporting documentation
  • Ensure completed materials meet established formatting standards

Qualifications

• Previous administrative, executive assistant, customer service, or operations experience required
• Senior-level experience preferred with the ability to work independently and take ownership of assigned processes
• Demonstrates strong judgment, initiative, and problem-solving skills
• Able to learn processes quickly and manage responsibilities with minimal supervision once trained
• Customer service experience of some sort is highly preferred
• Excellent written English required
• Client email communication experience strongly preferred
• Project coordination or project-management experience preferred
• Strong document-review and proofreading skills
• HubSpot or similar CRM experience preferred
• Excel / Google Sheets experience required
• HR, immigration-support, legal-services, or professional-services experience is a plus
• HR knowledge or experience is strongly preferred
• Copywriting/marketing experience is a plus but not required

Benefits

• Competitive rates
• Weekly payments
• Various open roles are available
• Free training and upskilling
• Constant support and guidance
• A vibrant community always ready to support you
• And more!

Work Schedule

• Contracted Hours per Week: 10 Hours
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: TBD EST

Terms of Engagement

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement