Administrative Assistant

Core Responsibilities

• Sales & Lead Pipeline Support
• Maintain and manage the company sales pipeline tracker
• Monitor lead activity, status updates, follow-ups, and next steps
• Provide daily and weekly pipeline summaries to leadership
• Help ensure no leads, tasks, or customer communications are overlooked
• Customer Onboarding
• Own the onboarding process from signed contract through first completed service
• Cook up customer setup documentation and internal handoffs
• Ensure customers receive timely communication and a smooth onboarding experience
• Track onboarding progress and proactively resolve delays or missing information
• Vendor & Administrative Coordination
• Handle vendor setup and administrative processing
• Collect and organize W9s, certificates of insurance, and required documentation
• Maintain accurate records and ensure compliance requirements are completed promptly
• Support document management and operational organization
• Customer Communication & Service Follow-Up
• Draft and send professional customer follow-up emails after inspections
• Communicate updates and resolutions regarding service concerns or escalations
• Maintain a running log of open service issues and track status updates through completion
• Ensure customers receive timely communication and follow-through
• Scheduling & Calendar Support
• Aid with calendar coordination and scheduling logistics
• Help manage appointments, service timelines, and internal scheduling priorities
• Communicate schedule changes and updates quickly and accurately

What We’re Looking For

• Extremely detail-oriented with strong organizational skills
• Self-directed and proactive - follows up without needing reminders
• Sense of urgency and responsiveness; understands that time-sensitive tasks cannot sit
• Comfortable working in a fast-paced, high-volume environment
• Able to juggle multiple moving pieces while maintaining accuracy and professionalism
• Strong written communication skills for customer-facing correspondence
• Positive, solution-oriented mindset with strong follow-through