Administrative Assistant

We are seeking a detail-oriented and proactive Administrative Assistant to join our team remotely, supporting U.S. business hours. This role is essential in managing lead intake, customer outreach, appointment scheduling, and CRM maintenance to ensure a smooth and efficient sales pipeline. You will be the primary point of contact for prospective customers, responsible for organizing leads, scheduling appointments for the sales team, and maintaining accurate records to provide leadership with clear insights into pipeline performance.

Key Responsibilities

Lead Intake & Management: Receive and accurately log all incoming leads, ensuring every inquiry is promptly captured in the CRM without gaps. Maintain complete and precise lead records to support pipeline integrity.

Lead Outreach & Scheduling: Contact prospective customers to understand and qualify their needs, answer initial questions, and professionally introduce the company. Schedule appointments for the sales representative to meet with customers and provide estimates.

CRM Workflow Management: Consistently move leads through each stage of the sales pipeline, keeping lead statuses current and accurate. Maintain CRM data to enable real-time tracking of key metrics such as set rate and close rate.

Customer Communication: Act as a knowledgeable and professional first point of contact. Address customer questions, set appropriate expectations, and represent the company positively in all interactions.

Reporting Support: Keep records organized and up to date, assist leadership in extracting accurate pipeline data, and help identify where leads are converting or dropping off.

Process Adherence: Learn and follow the company’s established workflows consistently. Identify and flag any bottlenecks in the process to help maintain operational consistency.

Required Qualifications

- 1–2 years of experience in an administrative, customer-facing, or operations support role.
- Familiarity with CRM software, including managing contacts, deal stages, and records.
- Clear and confident spoken English with comfort communicating by phone.
- Strong organizational skills and attention to detail.
- Ability to manage multiple active leads simultaneously.
- Quick learner who can apply new workflows consistently without close supervision.

Preferred Qualifications

- Experience in painting, residential or commercial construction, or other home service trades is a strong advantage.

What Makes You a Strong Fit

You take ownership of your pipeline and proactively follow up on leads that go cold. You communicate clearly when processes are unclear or break down. Comfortable on the phone, you adapt your communication style to different customers. You bring structure to a busy day, prioritize effectively, and keep CRM records consistently updated. You work independently while remaining accessible for important questions and decisions.

What Success Looks Like

Success in this role means every incoming lead is captured promptly and accurately. Prospective customers are consistently contacted and qualified, and appointments are booked efficiently. CRM stages reflect the real-time status of leads, follow-ups happen without leads being overlooked, and leadership has reliable pipeline data. Processes are followed consistently, bottlenecks are identified early, and customers receive a professional and positive experience throughout their initial interactions.

Typical Day

Your day begins by reviewing new leads received overnight, ensuring each is logged correctly. You will work through a call list, reaching out to prospects to introduce the company, answer questions, qualify needs, and schedule appointments. Throughout the day, you update the CRM to reflect lead progress and maintain accurate pipeline data. You will also follow up on pending leads, re-engage where necessary, and keep the schedule organized. Most work is asynchronous and self-directed, but you remain reachable for quick questions and proactively flag issues requiring leadership input.

Interview Process

The hiring process includes a recruiter screening, a client interview, and a final selection stage.