Operations & Lead Management VA
Reyes Rental Cars is a fast-growing vehicle rental business in Chicago operating two verticals: long-term rideshare rentals (Uber/Lyft) managed via GoHighLevel, and short-term Turo rentals. You will be the operational backbone of both.
Turo Operations
Digital check-ins/outs, guest communication, incident tracking
Rideshare Lead Management
GHL pipeline, document collection, scheduling pickups
Admin & Organization
Inbox triage, calendar, file management, SOPs
Basic Finance Admin
Receipt filing, payment tracking, expense spreadsheets
What You Will Own Day-to-Day
- Receive photos from the ground team and complete digital pre/post-trip inspections in the Turo app
- Answer routine guest questions, send welcome messages, and coordinate pickup/drop-off logistics
- Flag any damage, smoking violations, or late returns to the founder immediately
- Call or text new leads within 5 minutes of form submission — speed to lead is critical
- Chase leads to submit driver's license, Uber/Lyft approval screenshots, and insurance documents
- Move leads through the GHL pipeline: New Lead → Contacted → Docs Submitted → Approved → Scheduled
- Coordinate pickup times between approved renters and the ground team
- Triage the main support inbox daily, draft routine replies, and flag urgent items
- Manage the calendar, schedule meetings, confirm appointments, and send reminders
- Organize Google Drive, maintain spreadsheets, and document recurring workflows as SOPs
- Send a daily end-of-day summary: leads contacted, cars checked in/out, missing payments
- Collect and file digital receipts and invoices into the correct monthly folders
- Update the weekly payment tracking spreadsheet — flag overdue renters immediately
- Organize renter documents (licenses, insurance cards) into their digital folders
First 10 Things You Will Own (Weeks 1–4)
These are the highest-leverage tasks to hand off first, in priority order.
Send automated welcome, mid-trip check-in, and checkout messages to Turo guests.
Receive photos from the ground team, upload to Turo, and complete the digital inspection process.
Text or call new rideshare leads within 5 minutes of form submission to request documents.
Move leads to the correct pipeline stage based on their document and approval status.
Sort the support email inbox, draft routine replies, and flag anything requiring the founder.
Update the spreadsheet of who has paid their weekly rideshare rental renewal. Flag overdue accounts.
Organize renter driver's licenses and insurance cards into their designated digital folders.
Coordinate the calendar for when approved renters pick up vehicles.
Save digital receipts into the correct monthly finance folder.
Send the founder a summary: leads contacted, cars checked in/out, payments received, and blockers.
What We Are Looking For
Coral checkmarks = must-have. Grey circles = nice-to-have.
Must-Have Traits & Skills
Nice-to-Have Skills
🚩 Red Flags
The Paid Trial (Before We Hire)
All finalists will complete this paid trial task. It tests the exact skills this role requires.
The Scenario
You have 3 new leads in our CRM who want to rent a car for Uber/Lyft.
Your Task:
- 1Draft the exact text message you would send to Lead A (missing insurance).
- 2Draft the exact text message you would send to Lead B (sent nothing).
- 3Create a Google Sheet tracking all 3 leads: name, document status, and next action.
- 4Send an email with the drafted messages and a link to the Google Sheet.
What We Will Ask You
These are the 4 core questions we ask every candidate. Prepare honest, specific answers with real examples.
How do you stay organized when 15 different things are requested of you in one day?
💡 We want to hear about a specific tool or method you use — not just 'I make lists.'
A lead promises to send their driver's license 'later today' but doesn't. What is your exact follow-up process?
💡 Walk us through the exact steps: when you follow up, what you say, how many times.
A Turo guest messages at 10 PM saying the car has a flat tire. The founder is asleep. What do you do?
💡 There is no single right answer — we want to see how you think through an escalation.
Tell me about a time you improved a process or created a spreadsheet to make your job easier.
💡 Be specific. What was the problem? What did you build? What was the result?
Your Weekly Report Template
Every Friday at 5 PM CT, you will send this summary to the founder.
Ready to Join the Team?
Start by entering your contact info below. We move fast — expect to hear back within 48 hours.
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