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Roles and responsibilities

Heat Factory is seeking an independent contractor to manage our CRM system (Go High Level platform) and oversee various administrative tasks within our construction projects. This role is integral to ensuring smooth operations and excellent customer service.

Key Responsibilities:

1. Customer Inquiries: Handle customer inquiries through phone, email, and social media. This includes qualifying leads and scheduling site visits to promote customer engagement and satisfaction.

2. Documentation Development: Create and update brochures and client documents to ensure that all marketing materials are current and relevant.

3. Job Tracking Optimization: Manage and optimize the One-to-Build software for effective job tracking. This involves coordinating subcontractor schedules and project timelines to enhance workflow efficiency.

4. Daily Operations Management: Ensure daily work diaries are completed and assist in resource allocation across multiple projects to maintain productivity.

5. Financial Management: Create and manage progress payments within One-to-Build, assist with invoicing, and follow up on payments. This includes updating job costing and preparing financial reports to keep the project budgets on track.

6. Quote and Contract Management: Prepare and send quotes to clients and manage contracts using the Master Builders portal. This also includes arranging home warranties and managing insurance documentation to ensure all projects comply with legal standards.

7. Compliance and Documentation: Organize documents using HubDoc and maintain compliance documentation, tracking licenses and certifications. The role requires managing a compliance calendar to meet deadlines effectively.

8. Process Optimization: Document processes and create Standard Operating Procedures (SOPs) for team members. Providing system utilization reports will help improve efficiency across all operations.

9. Digital Marketing Support: Assist with digital marketing efforts, including Google PPC and Meta ads, while coordinating with external marketing partners. This includes transitioning to charging for quotes on larger projects to better align with industry standards.

10. Pool Construction Operations: Set up processes specific to pool construction operations, managing inquiries and bookings, ensuring proper documentation, and compliance throughout.

Desired candidate profile

Qualifications and Requirements:

• Proficiency in construction management software (One-to-Build) and CRM systems.
• Basic understanding of construction processes and terminology.
• Strong proficiency in Microsoft Office and cloud-based tools.
• A customer service orientation to effectively address client needs.

Ideal Qualifications:

• Previous experience in construction industry administration.
• Knowledge of construction contracts and documentation.
• Basic bookkeeping and financial management skills.
• Familiarity with digital marketing tools and strategies.
• Understanding of pool construction processes and compliance requirements.

Independent Contractor Perks:

• Work from home on a permanent basis.
• Immediate hiring for qualified candidates.
• Enjoy a steady freelance job with the potential for growth.

If you’re ready to contribute to a dynamic team and support the construction industry's administrative needs, we would love to hear from you!