Scale Virtually VA

Sales

• The Sales Assistant/Setter VA supports the client and their sales team by driving consistent outbound follow-up, reviving dormant accounts in HubSpot, and generating qualified conversations that can be handed off to closers.
• This role focuses on CRM hygiene, lead nurturing, call execution, and accurate documentation—so the owner can stay focused on closing and field sales.
• The VA must be persistent, organized, and comfortable speaking with blue-collar, construction, and industrial buyers while maintaining a professional and respectful tone.
• Navigate HubSpot Contacts and Companies to locate accounts and key contacts.
• Review activity history and existing notes before outreach, especially for low-touch accounts.
• Update contact-level details when verified (e.g., role changes, phone number updates) within allowed permissions and document changes as needed.
• Create and maintain clear notes capturing conversations, decision-makers, objections, and next steps.
• Access SOS Inventory to review customer order history, estimates, and open items when needed.
• For active accounts with high volume, capture and paste recent relevant purchase history (e.g., last 10–15 transactions) into HubSpot notes for quick reference.
• Identify open estimates and provide the estimate number and context to the closer when action is required.
• Call into the existing HubSpot database (~3,500 accounts) to re-engage customers and identify low-hanging opportunities.
• Maintain persistence with a follow-up cadence (often 10–17 touchpoints for phone outreach) while staying polite and respectful of the prospect’s time.
• Ask discovery questions to learn current suppliers, what they buy most, and what they would change about vendor relationships.
• Create estimates in SOS Inventory when requested and enter line items accurately based on customer needs.
• For special/non-catalog items, conduct quick web research, document findings, and include key details (manufacturer, part number, sources) in the estimate notes and the handoff message.
• Do not convert estimates to sales orders initially; notify the closer (Jeff/Brian/Nicole or assigned closer) to review and process.
• Communicate urgent needs using the agreed hierarchy: phone call first, then text, then email.
• Track follow-ups and reminders in a structured way (tasks, lists, or CRM-based workflow) without relying on assigning tasks directly to Jeff.
• Maintain visibility reporting (daily/weekly) on call volume, connects, notes added, follow-ups scheduled, and qualified handoffs to closers.
• Support the ongoing cleanup and enrichment of CRM data (tagging, segmentation, and keeping contact trees accurate

Sales Assistant/Setter

Executive Assistant

• Provide high-level administrative, sales coordination, and operational support to a hotel brokerage firm
• Reduce workload by handling lead intake, CRM updates, document preparation, client follow-ups
• Assist with listing onboarding, CRM accuracy, marketing material preparation, e-signature workflows
• Monitor the business inbox for ~50 daily leads and inquiries
• Enter new leads into the CRM or update existing profiles
• Validate lead details (name, phone, email) and merge or correct profiles as needed
• Prepare, update, and organize sales coordination documents
• Assist with post-sales coordination by assembling closing packages, uploading required documents
• Create agent reminders with correct property codes, dates, and assignments
• Maintain organized Google Drive files
• Assist in preparing marketing materials by updating templates
• Maintain confidentiality and ensure sensitive financial and legal documents are stored only in restricted-access areas
• Reduce the client's administrative load by managing repetitive tasks, data entry, file organization

Real Estate Executive Assistant

Bookkeeper

• The Bookkeeper VA will provide daily, hands-on accounting and financial support across multiple affiliated companies under the primary contact's direction.
• This role requires high attention to detail in managing Accounts Payable (AP), complex Accounts Receivable (AR), specialized billing reports, reconciliations, and month-end reporting for all entities.
• The VA must be a high-level, solution-minded professional capable of mastering complex amortization and accounting rules to establish a scalable, standardized financial foundation across the portfolio.
• Manage the full monthly invoice cycle for Contract-for-Deed (CFD) accounts and Loan Servicing accounts.
• Draft and send the Closing-Loop Email to external Servicing Owners, summarizing all payments and disbursements.
• Record and reconcile merchant deposits from the point-of-sale system against bank statements.
• Perform regular, detailed account reconciliations in QuickBooks across all company entities.
• Execute month-end close procedures across all company entities, identifying and proactively flagging discrepancies.

Operations

• Perform daily email triage and organization
• Tag, sort, flag, and surface priority emails using inbox workflows
• Identify urgent messages and provide screenshots or summaries for executive review
• Ensure no critical communications are missed due to volume
• Receive and organize bills received via email or billing portals
• Prepare bills for executive review and approval
• Maintain a checks-and-balances workflow with no financial action taken without owner sign-off
• Track approvals and follow-ups
• Organize data, files, and administrative records
• Support reminders and task follow-ups
• Assist with small operational and organizational tasks as assigned
• Help reduce after-hours administrative catch-up for the client
• Scheduling across multiple business entities
• Light project coordination
• Administrative support during new business launches
• Assistance with operational documentation and process build-out

Logistics Operations Executive

• Oversee all revenue-generating functions within the company.
• Lead and grow our distributed sales team.
• Guide regional sales managers and set strategic direction for outbound sales.
• Design and implement company-wide sales plans to hit revenue targets.
• Optimize KPIs across the sales funnel.
• Hire, train, and manage high-performing sales talent.
• Create career growth plans and lead performance reviews.
• Collaborate with Marketing and Operations teams.
• Report directly to the executive team with forecasting and performance analysis.

Sales Director

• ● Outbound Dialing: Make outbound calls to potential real estate buyers using the GoHighLevel (GHL) dialer.
• ● Buyer Communication: Professionally engage buyers, deliver the company’s market positioning (MP), and identify qualified buyer interest.
• ● CRM & Call Logging: Accurately document call outcomes, notes, and buyer feedback in the CRM.
• ● Script Adherence & Objection Handling: Follow approved call scripts and apply objection-handling techniques learned during training.
• ● Dialer & Tool Usage: Learn and properly use the GHL dialer and related tools (training provided by Alex, SME).
• ● Performance Improvement: Apply coaching feedback to improve call quality, efficiency, and conversion.
• ● Team Collaboration: Work closely with Alec and the Dispositions team to support buyer outreach goals

Dispositions Outbound Sales VA

• Make outbound calls to business owners and decision-makers.
• Qualify prospects and schedule discovery calls for the Closer team.
• Follow up with warm leads through calls, texts, or emails.
• Keep detailed call notes and updates in the CRM.
• Consistently meet or exceed daily and weekly goals.

Sales Setter

• The Executive & Administrative Support VA provides structured administrative, coordination, and client-facing support to Ryan Abraham, Manager of Fixated Funding.
• The primary purpose of this role is to remove document chasing, follow-ups, system updates, and timeline monitoring from Ryan’s workload so he can focus on client conversations and loan strategy.
• This role begins after a loan is approved.
• The VA supports post-approval loan execution, including requesting required documents, coordinating signatures on agreements, tracking completion timelines, and ensuring all required items move forward cleanly and on time through closing.
• The VA works inside existing systems and SOPs (primarily Smartsheet-driven workflows) and operates directly within active client communication threads.
• Success in this role depends on strong organization, clear communication, sound judgment, and the ability to proactively close gaps before they become delays.

Mortgage Operations Virtual Assistant

Financial Planning and Analysis

• We are seeking an experienced Finance Manager to support and lead financial operations across
• multiple business entities. This role requires a hands-on finance leader who can operate at a
• controller level of accuracy while also contributing to financial planning, forecasting, treasury
• management, and continuous process improvement. The Finance Manager will collaborate
• closely with cross-functional teams, lead and develop finance staff, and help modernize finance
• operations through automation and system enhancements.
• This role is well suited for an individual who is comfortable working across accounting, financial
• planning, cash management, and operational finance, and who values collaboration, accuracy,
• and continuous improvement.
• **Key Responsibilities**
• Financial Operations and Accounting Oversight
• Oversee full-cycle accounting activities across multiple legal entities, including month-
• end, quarter-end, and year-end close.
• Ensure the accuracy, completeness, and integrity of the general ledger, reconciliations,
• accounts payable and receivable, and financial reporting.
• Prepare, review, and validate financial statements and supporting schedules.
• Maintain and enforce internal controls to support reliable financial reporting and
• safeguard company assets.
• Coordinate with external accountants, tax advisors, and auditors to ensure compliance
• with applicable standards and requirements.
• Identify and resolve accounting issues, discrepancies, and control gaps in a timely
• manner.
• Treasury and Cash Management
• Manage treasury activities across entities, including cash forecasting, liquidity planning,
• and working capital management.
• Monitor cash inflows and outflows to ensure adequate funding for operations and growth.
• Oversee banking relationships, account structures, and payment processes.
• Develop and maintain short-term and medium-term cash forecasts aligned with business
• needs.
• Support leadership with insights related to cash priorities, financial risk, and capital
• allocation.
• Financial Planning and Analysis
• Lead or support budgeting, forecasting, and financial modeling activities across business
• entities.
• Develop financial models that connect operational drivers to financial and cash outcomes.
• Analyze variances between actual results, forecasts, and budgets and communicate key
• drivers and implications.
• Provide financial insights to support business decisions related to growth, staffing,
• pricing, and investments.
• Cross-Functional Collaboration
• Partner with leaders and teams across operations, sales, marketing, and other functions to
• understand business activities and financial impacts.
• Ask thoughtful questions to clarify assumptions, improve transparency, and reduce
• process and reporting gaps.
• Promote financial accountability and understanding across departments through
• collaboration and clear communication.
• Serve as a financial partner to leadership by translating financial information into
• actionable insights.
• Team Leadership and Development
• Lead, mentor, and develop finance team members, including internal and external
• resources.
• Set clear expectations, review work for quality and accuracy, and provide ongoing
• feedback and coaching.
• Support a team culture focused on accountability, continuous improvement, and
• professional development.
• Remain engaged in day-to-day execution as needed to support the team and ensure high
• standards are met.
• Systems, Automation, and Process Improvement
• Leverage Excel and financial systems to improve efficiency, accuracy, and visibility
• across finance processes.
• Develop and enhance models, templates, and workflows to streamline close, reporting,
• forecasting, and treasury activities.
• Evaluate and implement automation and AI-enabled tools to reduce manual effort and
• improve data quality.
• Identify opportunities to standardize and simplify processes while maintaining
• appropriate controls and documentation.
• Ensure automated processes remain auditable, reliable, and well controlled.

Finance Manager

Project Manager

• Take ownership of the delivery of CEO-assigned initiatives across multiple businesses, ensuring projects progress to completion.
• Translate CEO direction into structured project plans with milestones, owners, and deadlines.
• Maintain forward motion during CEO downtime by making decisions within scope, escalating only when necessary.
• Protect the CEO’s focus by eliminating unnecessary back-and-forth and resolving blockers proactively.
• Maintain a master initiative tracker (portfolio view) across companies including status, priority, risks, next actions, and deadlines.
• Identify scheduling conflicts, resource constraints, and priority clashes early.
• Proactively recommend sequencing and workload balancing to avoid overwhelm and missed deadlines.
• Keep projects aligned with executive priorities and quarterly objectives.
• Build and maintain clear project plans including scope, milestones, dependencies, and handoff points.
• Ensure all deliverables are defined, assigned, and tracked to completion.
• Run execution cadence (weekly project reviews, daily check-ins as needed, deadline reminders, task closure).
• Ensure required details are gathered upfront so execution doesn’t stall midstream.
• Coordinate with internal departments (Sales, Process Development, Operations, Finance, Recruiting, etc.) and external vendors as needed.
• Assign ownership clearly and ensure accountability across stakeholders.
• Facilitate meetings that produce decisions and action items—no circular discussions.
• Follow up relentlessly until tasks are completed and verified.
• Identify risks early (scope creep, unclear ownership, missing inputs, timeline slippage).
• Implement mitigation plans and keep stakeholders aligned on changes.
• Escalate critical issues with a solution-first approach (what happened, impact, recommended next step).
• Maintain momentum by resolving issues before they become emergencies.
• Publish structured weekly status updates for CEO visibility: what moved, what’s pending, what needs decisions, risks, and next steps.
• Maintain “close-the-loop” discipline—no open loops, no dropped requests.
• Provide concise summaries after meetings with action items, owners, deadlines, and follow-up plan.
• Create clear internal handoffs when a project transitions to another team or owner.
• Coordinate with the Process Development Department to document repeatable workflows for how CEO initiatives are launched, tracked, and completed.
• Create templates for project plans, weekly updates, decision logs, and risk registers.
• Improve execution systems over time based on real project learnings and recurring friction points.

Inside Sales

• The VA’s primary objective is to execute a consistent outreach cadence—via phone, email, and text—to book qualified borrower appointments directly on the client’s calendar.
• Conduct daily outbound communication (calls, texts, emails) using the pre-qualified lead database provided by the client.
• Book qualified leads directly on client’s Calendly (or approved calendar). Ensure all details are correctly entered in the invite description.
• Send Start-of-Day (SOD) and End-of-Day (EOD) reports via email summarizing planned and completed outreach.
• Log all outreach attempts, statuses, and outcomes in the designated Tracker/CRM file daily.
• Adhere strictly to the NDA and data handling protocols defined in this playbook.

Inside Sales – Appointment Setter, VA

• The Bookkeeper VA will own day-to-day bookkeeping and financial data hygiene by maintaining accurate records across QuickBooks Online and the company CRM (SingleOps).
• This role is primarily responsible for auditing/cross-referencing data, ensuring job setup accuracy (tags, assignments, deposits, job type), producing daily/weekly management reporting (sales, production, AR aging), and supporting the buildout of “checklist-driven” financial controls using Monday.com.
• This VA is not expected to “lay down the hammer,” but must confidently follow up internally to close loops (e.g., missing tags, wrong job classification, missing deposit, missing job-costing details), and provide basic reminders to clients for their payment.
• However, Customer-facing formal collections calls are expected to be handled by Customer Service (bookkeeper provides the reporting + exception flags that drive those calls), not this VA.
• Audit data accuracy in SingleOps (CRM) and ensure required job fields are correctly completed (e.g., residential vs commercial, correct sales rep, deposit status, schedule readiness).
• Cross-reference CRM data to QBO revenue/entries to ensure reporting confidence (target: north of 95% accuracy).
• Maintain “good data in = good data out” discipline by identifying recurring input issues and recommending fixes (checklists, required fields, tagging rules).
• Maintain a weekly exception log: missing/incorrect tags, wrong job type, missing deposit, missing salesperson assignment, scheduling issues, and unresolved discrepancies.
• Code and post transactions in QuickBooks Online (bank/credit card activity), ensuring accurate categorization.
• Support reconciliations (bank/credit cards) and keep books clean and consistent.
• Post revenue into QBO using CRM reporting (e.g., “items report” workflow) and validate totals against CRM.
• Support future workflow for bill pay approvals (build-ready process; execution based on client approvals/access).
• Produce recurring reports (daily/weekly as defined during onboarding) including:
• - Sales performance reporting: previous day + week-to-date + quarter-to-date/year-to-date views, by salesperson.
• - Add a variance-to-goal view (goal vs actual; on-track/off-track).
• - Production volume reporting: crew volume and plant healthcare tech volume (revenue proxy), with trend highlights.
• - Accounts receivable aging (reporting only; not collections calling):
• - Residential aging buckets (e.g., 15+ / 30+ / 60+)
• - Commercial aging buckets (e.g., 45+ / 60+ / 90+)
• - Flag “red alerts” to leadership: scheduled jobs lacking deposit, misclassified commercial jobs routed into residential follow-up sequences, unusual aging spikes, etc.
• Ensure two priority job-costing items are properly attributed when applicable:
• - Crane/equipment rental
• - Tree planting (nursery tree costs)
• Identify “bundled” CRM line items and follow up internally (sales team) to split revenue attribution across categories (e.g., plant healthcare vs removal vs stump grinding), on a set cadence (weekly/monthly).
• Support adoption of CRM labor tracking feature (foreman clock-in/out per job) by monitoring missing entries and coordinating internal follow-up (Spanish required for foreman troubleshooting conversations).
• Calling clients reminding them of their unpaid bills
• Not a formal collections task [ie acquiring a commitment of date and amount for payment]. This is only a reminder communication.
• Provide any back-office clerical task for the Financial Seat / Role.

Bookkeeper – Finance Operations VA

Backend Engineer

• Pull foreclosure and probate leads from attorney, auction, public notice, and data platforms
• Enter and maintain lead data in master underwriting spreadsheets
• Pull additional property details from PropStream
• Prepare and upload lead lists into Monday.com using approved templates
• Prepare leads for skip tracing and identify records requiring manual review
• Perform daily auction status checks on active foreclosure leads
• Process and manage different types of leads beyond probate and foreclosure as the company expands its portfolio
• Participate in or support future lead processing tasks related to pay-per-click (PPC) marketing and online marketing campaigns

Backend Operations VA

• Responsible for setting up, maintaining, and administering construction projects within Procore.
• Ensuring accurate project configuration, document control, subcontractor coordination, and seamless integration with Sage Intacct.
• Supports Preconstruction Managers, Project Managers, Accounting, and field teams by maintaining clean project data.
• Managing commitments and billing workflows, ensuring Procore is configured correctly throughout the project lifecycle.