Administrative Assistant

Job Description

REQUIREMENTS

• Extremely organized and detail-oriented
• Strong communicator (written and verbal)
• Comfortable managing multiple tasks at once
• Tech-savvy and quick to learn new systems
• Responsive and proactive
• Able to handle fast-paced, same-day requests and shifting priorities
• Able to respond to time-sensitive needs such as scheduling changes, proposals, and team updates

RESPONSIBILITIES

Client & CRM Management

Tools: Dubsado, Google Drive, Apple Shared Notes

• Schedule consultations and ensure consultation invoices are paid
• Collect and update client information
• Maintain accurate and up-to-date client records in Dubsado
• Upload and organize project prep forms
• Maintain detailed shared client notes
• Ensure Google Drive folders are complete and organized
• Keep CRM dates accurate (consults, installs, refreshes)

Proposals & Booking

• Draft proposals using templates
• Send proposals after approval
• Track follow-ups and booking status
• Answer basic client questions
• Document project scope and key details

Scheduling & Team Coordination

Tools: When I Work

• Create and manage job sites (client name + address)
• Schedule jobs and assign team members
• Update schedules based on changes
• Manage team availability/unavailability
• Coordinate last-minute scheduling needs
• Ensure team has accurate project details

Daily Team Support

Tools: Voxer, When I Work, Gusto

• Serve as the first line of response for team communication via Voxer
• Answer team questions related to:
• Scheduling
• Client details
• Time tracking
• General processes
• Escalate complex issues to leadership when needed

Client Communication

• Respond to client inquiries
• Follow up with leads via text or email
• Coordinate scheduling changes
• Request testimonials
• Schedule refresh sessions

Marketing Support (Execution)

• Upload portfolio photos to the website
• Add new project images
• Link press features/articles
• Update website content as directed

Administrative Support

• Create and track gift cards
• Handle donation requests
• Maintain and organize Google Drive folders
• Prepare project wrap-up communications

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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