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 current 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 skil