Virtual Assistant Manager Automotive Lead Operations

Description

TEXANRPMS seeks a detail-oriented Remote Virtual Assistant Manager to lead and oversee its remote automotive lead-generation team. The manager plays a critical role in supervising a team of five virtual assistants focused on handling Facebook Marketplace leads and customer inquiries during typical Houston business hours. This position demands an individual with strong organizational skills, the ability to monitor daily operations seamlessly, and the capacity to proactively identify and resolve issues without requiring constant oversight from ownership. By maintaining high standards for data accuracy in DealerCenter CRM and ensuring quick and effective customer engagement, this role actively contributes to the dealership’s growth through reliable lead capture and follow-up. The ideal candidate combines hands-on team supervision with a deep understanding of digital lead-generation processes, including conversation auditing, KPI reporting, and employee coaching. They take ownership of performance metrics and sales handoffs, guaranteeing that all leads progress efficiently through the sales funnel. Effectiveness in multitasking, attention to detail, and robust problem-solving are key traits, alongside strong communication skills for managing both staff and customer interactions. This role further includes responsibility for maintaining comprehensive Google Sheets trackers and delivering clear end-of-day operational reports, ensuring transparency and continuous improvement within the team’s activities.

Responsibilities

• Supervise and manage a remote team of five virtual assistants during their shifts, ensuring consistent adherence to performance standards and responsiveness.
• Continuously monitor incoming Facebook Marketplace conversations to maintain fast response times and support customer engagement.
• Step in to assist with Messenger conversations proactively during peak lead volumes to ensure no inquiry remains unattended.
• Guide virtual assistants to collect complete customer information, ensuring leads include a valid name and phone number before entry into the DealerCenter CRM.
• Audit at least ten randomly selected conversations per virtual assistant to assess response quality, lead conversion, and compliance with communication guidelines.
• Review CRM data for accuracy by verifying customer and vehicle information, notes, lead source identification, and assignment to sales personnel.
• Identify and address missed, incomplete, or duplicate leads, adjusting processes or coaching virtual assistants to reduce errors.
• Coach team members to correct recurring performance issues, foster improvement, and maintain high customer service standards.
• Manage the seamless handoff of qualified leads from virtual assistants to dealership salespeople, verifying that sales staff receive and act upon assigned leads promptly.
• Maintain and reconcile daily lead data in Google Sheets, aligning DealerCenter CRM entries with internal tracking systems for consistency.
• Produce and deliver detailed daily KPI reports covering unique conversations, lead capture rates, entry accuracy, response times, and sales outcomes.
• Analyze operational data to identify systemic problems or opportunities for improvement, taking swift, documented action to resolve issues.
• Handle or escalate challenging customer inquiries, ensuring professional and effective resolution in line with company policies.
• Uphold strict compliance with standard operating procedures, ensuring all remote team activities meet documented process requirements.
• Complete a comprehensive training program covering virtual assistant processes, team management techniques, conversation auditing, and reporting prior to assuming full managerial responsibilities.
• Champion a culture of accountability by maintaining transparent documentation of problems encountered, solutions implemented, and operational updates shared with ownership.

Experience

1 Year

Apply By

Oct 19, 2026

Required Skills

• Attention to detail
• Remote Team Management
• SOP Compliance
• process management
• Verbal Communication
• Strong Written English
• Team Management
• Multitasking
• Problem Solving
• Employee Coaching
• Quality Assurance
• Virtual Assistant Management
• Customer Service
• Lead Management
• CRM management
• Google Sheets
• Data Entry
• KPI Tracking
• Performance Reporting
• Conversation Auditing

Nice to Have Skills

• Facebook Marketplace Experience
• DealerCenter CRM Experience
• Lead-generation Experience
• Appointment-setting Experience
• KPI reporting experience
• Facebook Marketplace Account Onboarding
• Experience with US Customers
• Automotive Dealership Experience