Administrative Assistant

Administrative Assistant

Position Type: Full-Time, Remote Working Hours: U.S Business Hours

About the Role

We are looking for an organized, proactive, and customer-focused Administrative Assistant to support lead intake, customer outreach, appointment scheduling, and CRM management.

This role is highly focused on keeping the lead pipeline organized and moving. You'll communicate with prospective customers, schedule appointments for the sales representative, maintain accurate CRM records, and help ensure leadership has a clear view of pipeline performance.

What You'll Own

Lead Intake & Management

• Receive and accurately log incoming leads.
• Ensure every new inquiry is captured in the CRM promptly and without gaps.
• Maintain complete and accurate lead records.

Lead Outreach & Scheduling

• Call prospective customers to understand and qualify their needs.
• Answer initial questions and introduce the company professionally.
• Book appointments for the sales representative to visit customers and present estimates.

CRM Workflow Management

• Move leads through each stage of the pipeline consistently.
• Keep lead statuses current and accurate.
• Maintain CRM data so the team can track set rate, close rate, and other key metrics in real time.

Customer Communication

• Serve as a professional and knowledgeable first point of contact.
• Answer customer questions and set appropriate expectations.
• Represent the company positively on every call.

Reporting Support

• Keep records clean, organized, and up to date.
• Support leadership in pulling accurate pipeline data.
• Help identify where leads are converting or falling off.

Process Adherence

• Learn and consistently follow the company's established workflow.
• Identify and flag bottlenecks in the process.
• Help maintain consistency across daily operations.

Required Experience & Skills

• At least 1–2 years of experience in an administrative, customer-facing, or operations support role.
• Familiarity with CRM software and managing contacts, deal stages, and records.
• Experience in painting, residential or commercial construction, or another home service trade is a strong plus.
• Clear and confident spoken English.
• Comfortable communicating with homeowners and prospective customers by phone.
• Strong organizational habits and attention to detail.
• Ability to manage multiple active leads simultaneously.
• Ability to learn new workflows quickly and apply them consistently without close supervision.

What Makes You a Strong Fit

• You take ownership of your pipeline and proactively follow up when leads go cold.
• You communicate proactively when something is unclear or a process breaks down.
• You are comfortable on the phone and can adapt your communication style to different customers.
• You bring structure to a busy day and can prioritize a full call list effectively.
• You keep CRM records organized and consistently up to date.
• You can work independently while staying reachable for important questions and decisions.

What Success Looks Like

• Every incoming lead is captured accurately and promptly.
• Prospective customers are contacted and qualified consistently.
• Appointments are booked efficiently for the sales representative.
• CRM stages accurately reflect the current status of every lead.
• Follow-ups happen consistently without leads being overlooked.
• Leadership has reliable pipeline data for tracking set rates, close rates, and lead conversion.
• Processes are followed consistently and bottlenecks are identified early.
• Customers receive a professional and positive experience throughout the initial interaction.

Typical Day

Your day starts by reviewing new leads that came in overnight and making sure each one is properly logged.

You'll work through a call list, reaching out to prospective customers to introduce the company, answer initial questions, qualify their needs, and schedule appointments for the sales representative.

Throughout the day, you'll update the CRM as each lead progresses, ensuring stages reflect reality and the pipeline data remains accurate.

You'll also check on leads that are pending follow-up, re-engage where needed, and keep the schedule organized.

Most of your work is async and self-directed, but you'll stay reachable for quick questions and proactively flag anything that requires a decision from leadership.

Interview Process

1. Recruiter Screening
2. Client Interview
3. Final Selection