Remote Administrative & Estimating Assistant

Dynamic Landscaping | Remote | Full-Time Independent Contractor

Dynamic Landscaping is looking for a highly organized, dependable, and proactive Executive Virtual Assistant to provide direct day-to-day support to the CEO and help keep administrative operations running smoothly. This is a hands-on remote position for someone who enjoys staying busy, handling multiple priorities, and taking ownership of schedules, customer information, emails, quotes, documentation, and follow-up.

This is not a temporary or short-term assignment. We are looking for someone interested in becoming a reliable long-term member of our team and serving as a key administrative support partner to the CEO.

Schedule

• Full-time independent contractor position.
• 40 hours per week.
• Must be available to work during Eastern Time, EST/ET, business hours.
• Remote position.
• Consistent attendance and reliable availability are required.

Requirements

• C2-level English proficiency preferred. Strong C1 candidates may also be considered. This applies to speaking, writing, and listening comprehension.
• Minimum 1 year of experience preparing or building customer quotes or estimates preferred.
• Previous experience using Aspire landscaping software is strongly preferred, or the ability and willingness to learn Aspire quickly.
• Comfortable making and receiving customer calls through a business phone system such as 3CX.
• Strong calendar management and appointment scheduling skills.
• Comfortable managing a high volume of emails, customer messages, and administrative requests.
• Strong computer skills and the ability to learn new software quickly.
• Strong attention to detail when entering customer names, phone numbers, appointment information, job details, and quote information.
• Demonstrated stable employment history is strongly preferred, ideally with previous positions lasting approximately two years or longer.
• Must enjoy a busy work environment and be comfortable handling a consistent workload throughout the day.
• Reliable computer, high-speed internet connection, and professional remote work environment.

Compensation

• Starting pay: $10 to $15 USD per hour, depending on experience, English proficiency, software knowledge, and overall qualifications.
• Full-time schedule of approximately 40 hours per week.
• Independent contractor position.
• $500 longevity bonus after successfully completing 1 year with the company.
• $1,000 longevity bonus after successfully completing 2 years, with continued long-term incentives based on tenure and performance.

What You'll Do

• Provide direct administrative and operational support to the CEO.
• Manage and organize the company calendar, including scheduling and updating customer appointments.
• Answer and make customer phone calls using the company's 3CX phone system.
• Monitor chats and respond professionally to customer messages and internal communication.
• Review, organize, and respond to emails while ensuring important items receive timely follow-up.
• Enter new customers, names, phone numbers, appointment information, and other details accurately into company software.
• Learn and work extensively inside Aspire to maintain customer and job information.
• Create customer quotes and estimates in Aspire based on information, measurements, notes, and photos provided by the team.
• Review photos and job information sent by the CEO and translate those details into accurate quote documentation inside Aspire.
• Prepare paperwork, notes, customer records, and other administrative documentation.
• Follow up on appointments, customer requests, and outstanding administrative items to make sure nothing falls through the cracks.
• Maintain accurate and organized digital records.
• Provide general executive and administrative support as priorities change throughout the workday.

About the Role

The right person for this position is someone who genuinely enjoys working, staying productive, and having responsibility. You should be comfortable moving between phone calls, customer messages, email, scheduling, data entry, paperwork, and quote preparation without needing constant supervision.

If you are organized, detail-oriented, comfortable communicating directly with customers and employees in English (C2), and looking for a long-term full-time remote opportunity with a growing landscaping company, we would like to hear from you.