Administrative Assistant

Full Job Description

Position Summary

We are looking for a highly organized, fast-moving, and self-directed administrative professional who thrives in a high-volume service environment. This is not a passive support role - we need someone who naturally takes ownership, follows through without being asked, and keeps momentum moving at all times.

This position supports the daily operations behind sales, customer onboarding, scheduling, and service follow-up. The ideal candidate is detail-oriented, proactive, comfortable juggling multiple priorities, and capable of managing 60–100 active leads and customer touchpoints simultaneously without letting details fall through the cracks.

If you are someone who sees urgency, stays ahead of problems, and enjoys bringing structure to fast-paced and sometimes messy environments, this role is for you.

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
• Coordinate 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

• Assist with calendar coordination and scheduling logistics
• Help manage appointments, service timelines, and internal scheduling priorities
• Communicate schedule changes and updates quickly and accurately

Perform additional administrative, operational, and support duties as assigned to support business needs.

What We’re Looking For

Required Traits

• 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

Preferred Experience

• Experience in a service-based business environment strongly preferred
• Experience handling customer coordination, scheduling, or operations support
• Familiarity with CRM systems, spreadsheets, and email management tools
• Administrative or operational support experience in fast-paced environments

Work Environment

This role supports a rapidly growing operation where priorities can shift quickly and multiple tasks compete for attention throughout the day. Success in this position requires someone who is naturally organized, adaptable, and motivated to create structure in a dynamic environment.

We are looking for someone who does not postpone action, takes initiative instinctively, and helps move the company forward through consistency, communication, and execution.