Executive Assistant – Job File Coordinator

SnappyCX

. Answer incoming calls, handle inquiries, take messages, and direct calls to appropriate team members .

Posted 10/18/2026full-timeRemote • PhilippinesMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates strong organizational skills and attention to detail while managing multiple priorities in a fast-paced environment. Proficient in maintaining job files, service records, and digital documentation, with excellent communication skills to interact professionally with clients and team members.

Highest-signal resume keywords

3+ Years Administrative ExperienceMicrosoft Office ProficiencyCustomer Service ExperienceOrganizational SkillsAttention To Detail

ATS Keywords

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Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills

Document ManagementCalendar ManagementEmail ManagementJob File MaintenanceService Record TrackingProject DocumentationAppointment CoordinationFollow-Up ManagementProblem-SolvingVirtual Assistant Experience

Soft Skills

Professional CommunicationInitiativeAccountabilityCalm Under PressureStrong Work Ethic

Tools & Technologies

Microsoft OutlookMicrosoft WordMicrosoft ExcelGoogle Workspace

Industry Keywords

Cleaning IndustryRestoration IndustryConstruction IndustryProperty ServicesInsurance IndustryHome-Services Industry

About the role

Key responsibilities & impact

Answer incoming calls, handle inquiries, take messages, and direct calls to appropriate team members
Schedule appointments and coordinate meetings based on availability and business priorities
Maintain and organize calendars
Organize, prioritize, and monitor incoming emails to ensure timely follow-up and responses
Communicate professionally with clients, team members, and other relevant parties via phone, email, and messages
Create, update, organize, and maintain job files, documents, and records
Perform general administrative duties, including document management and filing
Respond to customer inquiries and direct requests appropriately
Provide audio samples of phone communication when requested for quality assurance
Assist with additional administrative tasks to support smooth daily operations

Requirements

What you’ll need

At least 3 years of professional experience in an administrative, coordination, customer service, or virtual assistant role supporting a U.S.-based company
Previous experience in the cleaning, restoration, construction, property services, insurance, or home-services industry is strongly preferred
Experience maintaining job files, service records, project documentation, or other operational business records is an advantage
Familiarity with coordinating service appointments, managing customer inquiries, tracking job progress, and following up on outstanding tasks is desirable
Excellent written and verbal English communication skills, with a professional phone manner and clear pronunciation
Strong organizational skills and exceptional attention to detail
Experience managing business emails, calendars, appointments, and digital documentation
Proficiency in Microsoft Office, particularly Outlook, Word, and Excel, and familiarity with Google Workspace
Ability to manage multiple priorities, meet deadlines, and maintain accurate records in a fast-paced environment
Strong problem-solving skills, initiative, accountability, and the ability to work independently
Ability to communicate professionally with customers and remain calm when handling challenging inquiries
Reliable internet connection and a suitable home workspace

Benefits

Comp & perks

Fully remote work arrangement
Full-time employment
40 hours per week
Remote work schedule aligned with Central Time (U.S.)