IT & Automation Virtual Assistant (Monday.com & Zapier Specialist)

Job Overview

We’re looking for a tech-savvy, detail-oriented IT & Automation Virtual Assistant to set up, optimize, and manage Monday.com workflows, Zapier automations, and job tracking systems for our fast-growing landscaping business.

This is NOT a basic admin role— we need someone proactive, who understands automation, optimizes workflows, and eliminates inefficiencies without constant supervision.

Key Responsibilities:

- Monday.com Automation & Workflow Setup
- Build, refine, and maintain work tracking for job completion & quality control.
- Automate client follow-ups, job status updates, and internal notifications.
- Ensure seamless logging of client interactions, estimates, and project updates for accurate records
- Zapier & Systems Integration
- Connect tools like Monday.com, QuickBooks, email platforms, and CRM.
- Automate estimate follow-ups & scheduling reminders to prevent lost revenue.
- Design bulletproof workflows that eliminate repetitive manual work and reduce errors.
- Ongoing Maintenance & Optimization
- Monitor and improve automations for efficiency (reduce manual tasks).
- Fix workflow issues quickly to ensure smooth operations.
- Document automations for future scaling & team use.

Who You Are:

- 2+ years experience with Monday.com & Zapier (or similar automation tools). Specifically, experience building custom integrations and complex workflows.
- Experience setting up workflows for field service businesses (preferred).
- A detail-obsessed problem solver with a ‘fix it before it’s broken’ mindset.
- Available for at least 5-10 hours/week (potential to reduce to 3-5 once stable).
- Must be available Monday – Friday, 3:30 PM – 5:30 PM (EST) for onboarding and key system updates.

What We Offer:

* $500-$750/month (part-time, based on experience).
* Flexible hours, but must be available for quick fixes when needed.
* Stable, long-term work with the opportunity to scale as we grow.

How to Apply:

1. Submit your resume & a brief video (1-2 mins) explaining how you’d improve job tracking in Monday.com for a landscaping business.
2. Imagine our crews complete multiple jobs a day. How would you design a Monday.com system to track job status, materials used, crew performance, and generate a weekly report for the manager?
3. Provide a basic mock-up or description of how you’d structure this.
4. Include examples of past Monday.com/Zapier workflows you’ve built. Links to live examples are preferred.
5. If shortlisted, you’ll complete a small test task related to Monday.com workflow automation