Virtual Assistant Manager – Automotive Lead Operations

Description

SolarSphere Brokers is seeking a highly organized and proactive Virtual Assistant Manager specializing in Automotive Lead Operations. This role focuses on overseeing the daily operational activities related to automotive lead management, ensuring smooth workflow processes, and maintaining high standards of customer engagement and satisfaction. The ideal candidate will have at least two years of relevant experience and demonstrate strong leadership abilities to effectively manage a small team dedicated to operational excellence in the automotive sector. As the Virtual Assistant Manager, you will be responsible for leading a team of two professionals, providing guidance, support, and supervision to optimize lead management workflows. You will coordinate with cross-functional departments to ensure timely follow-up and conversion of automotive leads, implement operational strategies to improve efficiency, and continuously monitor performance metrics. Your leadership will be crucial in maintaining a productive and motivated team environment that aligns with the company’s goals and commitment to excellence.

Responsibilities

• Position Overview
• We are looking for a hands-on VA Manager to supervise our remote Facebook Marketplace lead-generation team.
• This is not a position where you simply watch employees and send reports. You will be responsible for making sure the operation runs correctly throughout the day, identifying problems early, coaching VAs, auditing conversations, reviewing CRM entries, maintaining our Google Sheets lead tracker, and helping with Messenger conversations when lead volume becomes heavy.
• The ideal candidate is organized, proactive, comfortable managing people, and capable of running day-to-day operations without constant supervision from ownership.
• Key Responsibilities
• Supervise and manage Messenger VAs during their shifts
• Monitor incoming Facebook Marketplace conversations
• Maintain fast customer response times
• Step in and assist with Messenger conversations when VAs become overloaded
• Ensure VAs consistently work toward collecting customer names and valid phone numbers
• Verify qualified leads are entered accurately into DealerCenter CRM
• Review customer information, vehicle information, notes, lead source, and salesperson assignments
• Identify missed, incomplete, or duplicate leads
• Audit 10 randomly selected conversations per VA
• Evaluate response time, conversation quality, and contact-information collection
• Coach VAs and correct recurring performance issues
• Handle or escalate difficult customer questions
• Monitor the handoff between VAs and dealership salespeople
• Verify salespeople are receiving and working assigned leads
• Enter and reconcile each day's DealerCenter leads into the company Google Sheets lead tracker
• Make sure DealerCenter and Google Sheets records match
• Maintain accurate daily KPI reporting
• Track performance by VA, Marketplace source, and salesperson
• Provide ownership with a clear end-of-day operations report
• Identify operational problems and take action without waiting for ownership to discover them
• What Counts as a Lead
• For our operation, a Marketplace conversation does not automatically count as a completed lead.
• A completed lead requires:
• Customer Name + Valid Phone Number
• The manager will be responsible for monitoring how effectively each VA converts Marketplace conversations into usable dealership leads.
• Key Performance Metrics
• The manager will oversee metrics including:
• Total unique Messenger conversations
• Completed leads
• Lead capture rate
• Average response time
• Percentage of responses under 60 seconds
• Contact collection quality
• DealerCenter entry accuracy
• DealerCenter entry speed
• Missed leads
• Duplicate leads
• Conversation audit results
• Leads generated by each VA
• Leads generated by each Marketplace source
• Salesperson assignments
• Appointments
• Show-ups
• Vehicles sold
• Overall lead-to-sale performance
• Required Skills
• Team Management
• Virtual Assistant Management
• Customer Service
• Lead Management
• CRM Management
• Google Sheets
• Data Entry
• KPI Tracking
• Performance Reporting
• Quality Assurance
• Conversation Auditing
• Employee Coaching
• Problem Solving
• Multitasking
• Attention to Detail
• Strong Written English
• Verbal Communication
• Process Management
• SOP Compliance
• Remote Team Management
• Minimum Experience
• At least 1 year of experience in a team lead, supervisor, VA manager, customer service, or lead-generation position
• Experience supervising or coordinating a small team
• Experience using a CRM, lead-management system, or similar software
• Comfortable using Google Sheets for tracking and reporting
• Experience handling customer conversations, inquiries, or sales leads
• Strong written and spoken English
• Reliable computer and internet connection
• Preferred Experience
• 2+ years of remote team-management experience
• Automotive dealership experience
• Facebook Marketplace experience
• DealerCenter CRM experience
• Lead-generation or appointment-setting experience
• Experience auditing customer conversations
• Experience building or maintaining KPI reports
• Experience with Facebook Marketplace account onboarding, account health, or listing operations
• Experience working with U.S.-based customers or companies
• What We Are Looking For
• We want a manager who takes ownership.
• Our expectation is:
• SEE THE PROBLEM → FIX THE PROBLEM → DOCUMENT IT → REPORT IT
• You should be comfortable making routine operational decisions, coaching employees, checking their work, maintaining accurate data, and keeping the team productive.
• Training
• The selected candidate will complete our full 5-day VA training program to learn the exact process expected from Messenger VAs.
• After completing VA training, the manager will receive additional training covering:
• Team Management → Conversation Auditing → DealerCenter Auditing → Google Sheets Tracking → KPI Reporting → Coaching → Escalation Procedures
• The manager must successfully complete training and practical testing before assuming full responsibility for the team.

Experience

2 Years

Apply By

Oct 19, 2026

Required Skills

• Operations Management
• Team Leadership

Nice to Have Skills

• Customer Relationship Management
• Workflow Optimization