Virtual Assistant

Operations Manager (Virtual Assistant)

Paradise Auto Care | Remote | Full-Time | US Pacific Time Hours


WHAT THIS IS

Paradise Auto Care is a premium mobile detailing and vehicle protection studio based in Lake Elsinore, California. We serve high-value clients across the Temecula Valley who trust us with some of their most prized possessions.

This is not a task list job.

This is a role for someone who will become the operational backbone of a growing business — managing client communications, running our CRM, building our systems in Notion, posting content daily across multiple social media platforms, and editing short-form video content for two brands.

If you want easy work, this is not it.
If you want ownership, growth, and a business that invests in people who perform — keep reading.


ROLE SUMMARY

The Operations & Client Experience Manager is a full-ownership remote role responsible for running the back end of Paradise Auto Care and supporting the CEO Paradise personal brand.

This is not a support role. This is an execution role.

You will respond to leads, manage our CRM pipeline, own our Notion workspace, post daily to all social media platforms, and edit short-form video content using CapCut — across two brands.

While the owner focuses on sales and service delivery, you make sure everything else runs.


SCHEDULE & PAY


Hours: 6 hours/day | 5 days/week | 30 hours/week
Starting pay: $30/day
Pay schedule: Weekly via Wise
Hours: Must be available during US Pacific Time business hours
Raises: 30 / 60 / 90-day performance milestones — clearly defined
Bonuses: Available for complex projects and skill growth
Growth: Editing skill development leads to direct pay increases



CORE RESPONSIBILITIES

Lead Response & Call Setting — Priority #1


-Respond to every new inbound lead within 5 minutes — no exceptions
-Follow our Call Setter SOP — book a sales call with Mike, do not give pricing
-Manage the full CRM pipeline in GoHighLevel / LeadFuse daily
-Run follow-up sequences for every non-responsive lead through all pipeline stages
-Handle Instagram DMs, Facebook messages, and all inbound inquiries
-Confirm and remind clients of all scheduled appointments


Scheduling & Calendar Management


-Fully manage the owner's Urable calendar
-Offer two accurate time windows per booking — always cross-check calendar first
-Handle reschedules, cancellations, and day-of confirmations


CRM & Tool Mastery


-Keep GoHighLevel / LeadFuse pipeline clean, tagged, and moving daily
-Audit and build GHL automations and workflows
-Watch all Urable tutorial videos — find and implement unused features
-Report weekly on tool improvements made and features discovered


Notion — Company Operating System


-Build our entire Notion workspace from scratch in collaboration with the owner
-Import and format all existing SOPs into Notion
-Build technician checklists, content calendars, KPI dashboards, and hiring pipelines
-Document every process learned as a clean, usable SOP
-Maintain and update SOPs as the business evolves


Google Business Profile


-Post 4–5+ times per week following our SEO SOP
-Rename all photo files using our SEO naming formula before uploading
-Pull monthly GBP performance report


Social Media — Paradise Auto Care


-Post daily Stories to Instagram and Facebook
-Post Reels, TikToks, and YouTube Shorts 4–5x per week
-Respond to comments and non-sales DMs daily
-Maintain and execute the PAC content calendar in Notion


Social Media — CEO Paradise (Personal Brand)

-Post Reels, TikToks, and YouTube Shorts 3–5x per week
-Maintain and execute the CEO Paradise content calendar in Notion — separate identity, separate voice


Video Editing — CapCut


-Edit raw job footage into short-form Reels, TikToks, and YouTube Shorts
-Add captions, text overlays, music, and transitions per brand guidelines
-Format and export correctly for each platform
-Edit technician talking-head videos and owner lifestyle/business content
-Build a simple video style guide for both brands in first 30 days
-Organize all finished content in Drive/Notion by brand and platform


Content Footage Pipeline


-Monitor shared Drive folder daily for new footage uploads from technicians
-Organize raw footage into Notion content library by brand, type, and status
-Move content through pipeline stages: raw ? editing ? ready to post ? posted
-Flag best footage to owner for approval before editing begins



Email & General Admin


-Manage owner's email inbox — filter, flag, organize, draft responses
-Handle vendor communication and follow-ups
-Research tasks as assigned
-Post-job review request and referral ask texts within 24 hours of every completed job



NON-NEGOTIABLE STANDARDS


Respond to new leads within 5 minutes during business hours — always
Be fully present and reachable during your 6-hour shift
Document every process you learn — if it isn't written, it doesn't exist
Never give pricing to leads — that is Mike's job on the call
Maintain two separate brand voices — PAC and CEO Paradise are not the same
Cross-check Urable before offering any time window to a lead
Deliver edits that are clean, on-brand, and ready to post — not drafts



THIS ROLE IS NOT FOR SOMEONE WHO:


Has never used a CRM and is not hungry to learn one fast
Has never used Notion or cannot build a workspace from scratch
Cannot operate CapCut at a basic to intermediate level
Needs to be told what to do every hour
Is slow to respond during work hours
Is managing multiple clients — we need full focus, full time
Uses passive language — "I try to," "I usually," "I think I can"
Has rated themselves five stars in every skill category on their profile
Has no ID or verification uploaded on their Onlinejobs.ph profile
Is looking for easy, low-responsibility remote work
Has no clear personal goals — urgency without goals is not sustainable



WHAT WE ARE LOOKING FOR


At least 2 years of VA, operations, or online business management experience
Proven Notion experience — you must be able to show us a workspace you built
CRM experience — you understand pipelines, stages, tags, and follow-up sequences
CapCut experience — you can edit a clean Reel with captions, music, and overlays
Professional, clear, warm English — clients and leads will be talking to you
Social media management experience across Instagram, TikTok, Facebook, YouTube Shorts
Systems thinker — you build the process, not just complete the task
Available and responsive during US Pacific Time hours
Someone with goals, drive, and a reason to perform at a high level



TOOLS YOU WILL USE


GoHighLevel — CRM (training provided — must learn fast)
Urable — Scheduling and job management (training provided — must go deep)
Notion — Operations hub (must already know — you will build this)
CapCut — Video editing (must already know — show us samples)
Google Workspace — Drive, Gmail, Docs, Sheets, Google Business Profile
Mailchimp — Email marketing
Instagram, TikTok, Facebook, YouTube — Both brands
Loom — Daily async communication with owner
Wise — Weekly payment
Slack — Communication & Team Updates



THE 40-DAY ONBOARDING WINDOW

Our current admin assistant is transitioning out in 40 days.

You will be trained alongside her before she leaves — learning the call setter role, the CRM pipeline, our systems, our voice, and our standards directly from her and the owner.

This means you must be hired and actively onboarding within the next 2-3 weeks.

After 40 days — this is entirely yours.

We are not filling a seat. We are handing over a role to someone who will own it, improve it, and make it better than it has ever been.


HOW TO APPLY

Every step below is required. Missing any step means your application will not be reviewed.

Step 1 — Apply through this listing.

Step 2 — Answer all four questions in your cover message:


What CRM have you used and what specifically did you manage inside it?
Describe a Notion workspace you have built for a business — what did it include and what is the most advanced feature you used?
Tell us about a time you identified something broken or inefficient and fixed it without being asked.
A new lead texts in at 9:04 AM. It is now 9:11 AM and you have not replied. What do you do and why does those 7 minutes matter?


Step 3 — Record a 90-second Loom video and include the link.

In the video:


Introduce yourself — name, location, brief background
Screen share a Notion workspace you have built and walk us through it for 30–45 seconds
Show us a CapCut edit you have made — even 10–15 seconds of a finished video
Tell us one tool you went deep on for a previous employer and what you built or improved


No Loom = no interview. No exceptions.


WHAT HAPPENS NEXT


We review every application personally
Top candidates receive a paid 2-hour skills test ($10 via Wise)
Finalists interview via video call with the owner
The right person starts within 1–2 weeks


We move fast. If you are the right person, you will know quickly.


We would rather stay understaffed than lower our standards.

Paradise Auto Care | Lake Elsinore, CA | ----------
Detailing with Purpose & Passion