Administration Assistant

Core Responsibilities🔹 1. Scheduling & CoordinationManage daily and weekly schedules for three active field crews, ensuring efficiency and geographic logic.Communicate start times, job details, and any adjustments to Crew Leads.Track project progress and update Jobber accordingly.Reschedule weather delays promptly with clear customer communication.Coordinate with subcontractors and rental vendors to align timelines.🔹 2. Customer Communication & Lead ManagementAnswer and return all phone calls, voicemails, and emails in a timely, professional manner.Qualify inbound leads using established scripts and questions to ensure accurate estimate booking.Book estimates, confirm appointments, and enter all lead information into CRM/Jobber.Handle callbacks and customer service inquiries with professionalism and empathy.🔹 3. Financial & Administrative SupportManage invoice follow-ups and assist with collections when needed.Prepare and send subcontractor payments after job verification.Coordinate bill payments, check mailing, and weekly bank runs on Fridays.Maintain organized digital and physical filing systems.🔹 4. Vendor & Equipment ManagementBook and track rental equipment and ensure timely return.Communicate supply needs with field teams and vendors.Verify rental invoices and resolve discrepancies promptly.🔹 5. Office ManagementMaintain a clean, organized, and professional office space.Manage inventory of office supplies, print materials, and branded items.Schedule internal meetings, customer consultations, and vendor appointments.Support leadership with miscellaneous administrative projects as needed.Schedule & AvailabilityCore hours: Monday–Friday, 7:00 AM – 4:00 PM (in-office)On-call: Weekdays until 7:00 PM for urgent client or crew issues.Weekend availability: On call when crews are scheduled for Saturday or Sunday operations