Dedicated Virtual Assistant for Job & Payment Control
Publicada el 2026-07-15
Descripción de la oferta
# Virtual Assistant – Job Completion, Invoicing and Payment Control We are a busy UK plumbing company completing and attending up to 50 jobs per day. We already have virtual assistants, a phone-answering team and a part-time office manager. However, we need one dedicated person to take ownership of job completion, customer updates, invoicing, quotations and payment follow-up. This is not a general admin or appointment-booking role. Your main responsibility will be to make sure every job moves through the following process: **Attended → Updated → Completed → Invoiced → Payment Requested → Paid or Properly Closed** ## Main responsibilities You will monitor jobs throughout the day and identify anything that has not been progressed correctly. Your duties will include: * Checking completed jobs and ensuring they are invoiced within one hour. * Ensuring every attended job receives a same-day update. * Chasing engineers for missing notes, photographs, material costs or completion information. * Ensuring invoices and payment links are sent promptly. * Following up customers where payment is due. * Identifying jobs requiring quotations. * Ensuring quotations are allocated, prepared and sent. * Chasing outstanding quotations and customer decisions. * Identifying return visits and ensuring they are booked. * Reviewing jobs that are incomplete, delayed or have no clear next action. * Assigning an owner and deadline to every outstanding task. * Challenging office staff or engineers when required actions have not been completed. * Escalating repeated failures or urgent issues to management. * Producing a clear daily exception report. ## Non-negotiable performance standards * Completed jobs must be invoiced within one hour. * Every attended but incomplete job must receive a same-day update. * Payment must be requested immediately after an invoice is raised. * Missing engineer information must be chased immediately. * No job should be left overnight without a clear status. * Every outstanding job must have a named owner, next action and deadline. * Any missed standard must be identified and acted upon, not simply recorded. ## Questions you will be expected to ask You must be confident asking: * Why has this completed job not been invoiced? * Why has this customer not received an update today? * Why are the engineer’s notes or photographs missing? * Why has payment not been requested? * Why has this quotation not been sent? * Who owns the next action? * When will this be completed? * Why has this job been left unresolved? This role requires someone who is comfortable holding people accountable. ## Daily reporting At the end of each day, you will provide a short report showing: * Number of jobs reviewed. * Completed jobs not invoiced within one hour. * Jobs without a same-day customer update. * Missing engineer notes, photos or material details. * Quotations outstanding. * Invoices raised. * Payments requested. * Payments collected. * Overdue invoices chased. * Return visits requiring booking. * Jobs with no clear next action. * Issues requiring management intervention. ## Required experience and qualities You must be: * Highly organised. * Persistent and confident. * Comfortable chasing staff, engineers and customers. * Commercially aware. * Focused on invoicing and cash collection. * Able to work independently. * Confident using spreadsheets and job-management systems. * Able to manage a high volume of tasks. * Strong in written and spoken English. * Willing to challenge incomplete or unclear information. * Reliable and available during UK working hours. Experience in plumbing, construction, property maintenance, field service, invoicing, credit control or job-management software would be useful. ## Working hours We expect to begin with a two-week paid trial. The role will initially require approximately four to six focused hours per weekday. You must be available during UK business hours and during the period when engineers are completing jobs. This role must remain focused on job completion, invoicing and payment control. You will not routinely be expected to answer incoming calls or spend the day booking new jobs. ## How performance will be measured Your performance will be judged on results, including: * Percentage of completed jobs invoiced within one hour. * Percentage of attended jobs updated on the same day. * Reduction in uninvoiced jobs. * Reduction in jobs without a clear next action. * Number and value of payments collected. * Reduction in outstanding quotations. * Reduction in missed return visits. * Accuracy and quality of daily reporting. ## Application instructions Please include the following in your application: 1. Your experience managing job completion, invoicing or payment collection. 2. An example of a time you had to chase staff or contractors for missing information. 3. How you would manage 50 jobs per day without allowing tasks to be missed. 4. Your availability during UK working hours. 5. Your hourly or weekly rate. 6. The systems you have previously used. 7. A short example of how you would challenge a team member who failed to invoice a completed job. Please begin your application with the words: **“I take ownership.”** Applications that do not include this phrase may not be considered.
Skills
Fuente original: freelancer