Administrative Assistant

Job Description – Administrative Assistant

Key Responsibilities

Lead & CRM Management

* Record new leads and contacts received through meetings, referrals, networking, or other sources into the CRM and spreadsheets.

* Maintain accurate and up-to-date client records.

* Update the CRM with new information and interaction notes as provided.

Supplier Coordination

* Contact suppliers to obtain pricing and product information for upcoming projects.

* Maintain communication with suppliers to ensure timely responses.

Quote Preparation

* Prepare customer quotes using company-approved templates.

* Submit completed quotes to the business owner for pricing and margin review before sending them to clients.

Client Follow-up

* Follow up with clients after quotes have been sent via phone, email, and text messages.

* Continue follow-up until a clear decision has been received.

* Re-engage inactive leads and maintain regular communication with prospective clients.

Cold Calling & Appointment Setting

* Contact property managers and prospective clients from provided lead lists.

* Introduce the company's services professionally.

* Schedule meetings and appointments for the business owner.

Invoicing & Payment Follow-up

* Assist with tracking outstanding invoices.

* Follow up with clients regarding overdue payments.

* Maintain records of invoice status and payment updates.

Scheduling & Calendar Management

* Schedule and confirm meetings, site visits, and appointments.

* Coordinate calendars with clients, subcontractors, and the business owner.

* Send reminders and ensure appointments are properly organized.

Contact Management

* Maintain and organize customer and prospect contact lists.

* Send periodic follow-up messages and check-ins to existing contacts and property managers.

Qualifications

* Previous experience in an Administrative Assistant, Executive Assistant, Virtual Assistant, Customer Service, or similar administrative role.

* Excellent verbal and written English communication skills.

* Strong organizational and time management abilities.

* Comfortable making outbound follow-up and cold calls.

* Experience working with CRM software.

* Proficiency in Microsoft Office (Word, Excel, Outlook) and Google Workspace.

* High attention to detail and ability to manage multiple priorities.

* Self-motivated, reliable, and able to work independently.

US shift

Salary- 20-22k (4 hours)