CPT-11702 Customer Service & Operations Coordinator Virtual Assistant

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Title: CPT-11702 Customer Service & Operations Coordinator Virtual Assistant

Independent Contractor - CPT-11702 Customer Service & Operations Coordinator Virtual Assistant/Business Support VA/Junior-Advanced Level (Remote).

Overview

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.

A California-based motorsports organization operating track-day events, racing programs, driver coaching, and private driving experiences is seeking a full-time Business Support VA to manage customer communication, event registration administration, booking follow-up, and operational coordination.

The company hosts approximately 25 track events annually, serving drivers and participants who expect knowledgeable, responsive, and professional customer service.

The ideal candidate will bring excellent written English, strong customer-service judgment, accurate administrative skills, and the ability to work from established policies and SOPs. The company will provide training on its specialized booking systems, event procedures, and internal workflows.

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

Contractors will be required to provide services that align with the following client tasks:

Customer Communication & Service Desk

• Monitor and respond to customer inquiries across Gmail, website forms, MotorsportReg, Shopify Inbox, Instagram messages, and the office phone
• Provide accurate responses using current event information and approved policies
• Review customer history and registration details before responding
• Maintain prompt communication during working hours and meet established response-time expectations
• Handle routine customer concerns professionally and offer approved alternatives
• Document conversations, outstanding questions, and required follow-ups

Event Registration & Booking Administration

• Assist with MotorsportReg registration updates, waitlists, transfers, run-group requests, and track credits
• Process routine registration changes according to approved procedures
• Track outstanding payments, deposits, agreements, and booking documentation
• Follow up with customers regarding incomplete registration or event requirements
• Maintain accurate customer records and escalate exceptions requiring management approval

Event & Operations Coordination

• Collect and organize special requests and important customer information before each event
• Coordinate administrative information with event managers, instructors, and operations staff
• Maintain garage assignments, equipment records, and other event-related tracking information
• Prepare and distribute approved event logistics emails and supporting documents
• Assist with vendor correspondence, purchasing follow-ups, and routine racing logistics administration
• Ensure important information reaches the appropriate internal team members before event dates

Internal Coordination & Administrative Support

• Identify the appropriate contact for customer questions, operational requests, and exceptions
• Prepare concise summaries of issues requiring management approval
• Escalate pricing exceptions, unapproved refunds, contracts, insurance questions, and significant disputes
• Assist with basic QuickBooks invoicing using approved procedures
• Maintain organized records of completed tasks, pending approvals, and customer outcomes
• Provide routine updates on open customer issues and operational priorities

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Customer service or operations administration experience required
• Excellent written English and strong proofreading skills required
• Professional spoken English and confidence handling phone calls required
• Strong judgment, attention to detail, and administrative accuracy required
• Experience managing shared inboxes and online customer records required
• Event coordination, hospitality, logistics, or booking administration strongly preferred
• Experience handling customer complaints and applying written policies strongly preferred
• MotorsportReg, Shopify, or QuickBooks familiarity preferred
• Motorsport or premium customer-service experience is a plus
• Ability to accommodate scheduled weekend coverage during event periods required

IDEAL CANDIDATE PROFILE

• Exceptional written communicator with a friendly, professional style
• Patient and composed when communicating with dissatisfied customers
• Highly organized and accurate with policies, dates, and financial information
• Proactive about follow-up and resolving routine administrative issues
• Comfortable managing multiple communication channels
• Resourceful and capable of identifying when management approval is needed
• Able to learn specialized event software and internal systems quickly
• Interested in a long-term role supporting a growing organization

APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED

• Google Workspace / Gmail / Google Sheets
• MotorsportReg - Client Training Provided
• Shopify / Shopify Inbox - Client Training Provided
• QuickBooks - Basic Invoice Administration
• Microsoft Office
• Internal Operations & Registration Tools - Training Provided
• Team Messaging & Business Phone Platforms

Work Schedule

• Contracted Hours per Week: 40 Hours (Additional Scheduled Hours May Be Required During Event Periods)
• Scheduled Working Days: Monday-Friday; Brief Weekend Coverage During Scheduled Events
• Daily Working Time: 9:00 AM-5:00 PM PST

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

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

Role Summary & Requirements

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Junior, Senior, and Advanced Level
• Contracted Hours per Week: 40 hours/week (Additional Scheduled Hours May Be Required During Event Periods)
• Daily Working Time: 9:00 AM-5:00 PM PST
• Scheduled Working Days: Monday-Friday; Brief Weekend Coverage During Scheduled Events
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Level A-B (Native Or Near-Native English Accent Required)
• REGION PREFERENCES: Offshore or Nearshore

What we offer

• 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!