Job Description

• Administrative Support:
  • Provide comprehensive administrative support to the CEO, including managing the CEO's calendar, scheduling appointments and calls, drafting communications, and handling correspondence.
  • Prepare and distribute meeting materials, including agendas, minutes, and presentations.
  • Demonstrate strong administrative skills, ensuring all tasks are completed with attention to detail and excellent organization.
  • Provide support for various projects as needed.

• Financial and Data Management:
  • Convert proposals and estimates into invoices using QuickBooks.
  • Follow up on sent invoices and estimates to ensure timely payment via phone.
  • Track worker hours and job costs using Excel or designated software.
  • Manage change orders and additional job expenses.
  • Assist in building and maintaining the company's CRM database.
  • Input customer data, update records, and manage contact information.
  • ​​Utilize customer relationship management (CRM) software to manage customer information.

• Client Relationship Management:
  • Answer and direct phone calls, providing excellent customer service.
  • Respond to emails and inquiries in a timely and professional manner.
  • Utilize CRM to track customer interactions and sales opportunities.

• MUST HAVES:
  • At least two years of experience in positions such as Executive or Administrative Assistant or other relevant roles.
  • At least one year of experience in a global remote or virtual environment for a company in North America, Europe, Australia or the UAE.
  • Demonstrated ability to provide exceptional customer service, handling client inquiries and concerns with professionalism and efficiency.
  • Clear and articulate English communication by phone and email, able to convey complex information effectively.
  • Strong multitasking abilities with a proven track record of efficiently managing multiple tasks and responsibilities.
  • Proficiency in Microsoft Office Suite, Google Workspace, QuickBooks, and CRM software.
  • Proficient experience in Accounts Receivable (AR) and Accounts Payable (AP) processes for invoicing and collections.
  • Outstanding organizational skills, excellent time management, and meticulous attention to detail.

• NICE-TO-HAVES:
  • Experience in the house renovation or painting industry.
  • Willingness to learn and adapt to new tools and processes as needed.
  • Fluency in Spanish is a big plus!

• TECHNOLOGY SPECIFICATIONS:
  • Minimum 50 Mbps Internet Speed.
  • Minimum intel i5 8th gen with 8GB of RAM.
  • Webcam and Headset.
  • Designated Office Space in your home.

• You project excellent interpersonal skills and professionalism during phone conversations, particularly when interacting with high-end clientele.
• You articulate information clearly and concisely, both verbally and in writing.
• You maintain a pleasant demeanor when interacting with colleagues, clients, and customers.
• You can identify and resolve issues independently, demonstrating initiative and resourcefulness.