Admin Assistant Glass

This is a remote position.

Work Schedule: Monday to Friday 9:00am to 6:00pm Victoria Time (7:00am to 4:00pm Manila Time) with 1 hour unpaid Lunch Break

Join a rapidly growing glazing and fencing contractor as a dedicated Virtual Assistant. You ll play a pivotal role in streamlining operations improving customer experience and enabling scalable growth. With your support the business owner can reclaim their time from administrative tasks and focus on highvalue activities like sales and strategic planning. This is an exciting opportunity to make a tangible impact on a thriving local business.

Challenges Addressed:

Overwhelming Workload and Lack of Bandwidth

Missed Opportunities and Revenue Leakage

Operational Inefficiencies and Lack of Scalability

Administrative Overload and Lack of Focus

Industry:

Home Services / Residential & Commercial Construction / Glazing & Fencing

Company Overview:

The company is a glazing and fencing contractor based in Officer Victoria. The business installs glass fences pool fences and other glazing products for residential and commercial clients. They are struggling to keep up with high lead volume estimating $100K potential sales per week and plan to scale to around $5 million in revenue. The business will subcontract most installations to a team of 810 qualified contractors. They are currently downsizing their factory/warehouse space and vehicle fleet to simplify operations. They use HubSpot CRM for their sales pipeline and are working with a business coach and marketing agency.

Mission:

By the end of Q3 2024 establish streamlined processes and systems to handle current lead volume ($100K per week) while maintaining exceptional client experience. Clear the existing email backlog (800 emails) and maintain a clean inbox going forward. By the end of 2024 free up at least 50% of clients time from administrative tasks to focus on highvalue activities like sales marketing and strategic planning for scaling the business. By Q2 2025 we have the operational capacity and contractor workforce (810 vetted subcontractors) in place to handle $5 million in annual revenue. Implement robust systems for lead qualification contractor coordination inventory management and compliance documentation. The overarching goal is to be a force multiplier that enables the company to streamline operations improve customer experience and scale efficiently to $5 million in revenue over the next 1218 months.

Responsibilities:

Email Management:

Clear backlog of over 800 unread emails

Respond to inquiries and maintain client/supplier communication

Maintain a clean and organized inbox going forward

Lead Qualification and FollowUp:

Nurture prospects through the sales pipeline

Systematic outreach to incoming leads

Ensure no opportunities are missed due to lack of followup

Client Communication:

Handle inbound/outbound calls

Appointment setting and job confirmations

Ensure a smooth and consistent client experience

Contractor Coordination:

Vet and onboard contractors

Assign jobs and track contractor hours/pay

Manage the contractor workforce as the business scales

Inventory Management:

Track stock levels and order materials

Coordinate with suppliers for timely material delivery

Compliance and Documentation:

Ensure job files permits and compliance documents are in order

Maintain organized records for audits and quality control

Core Role Outcomes:

Streamlined Operations:

Establish consistent processes and systems for lead management client communication contractor coordination and job tracking

Handle increased sales volume without dropping balls

Ensure exceptional client experience (minimal followups needed)

Pass random audits on job requirement checklists and compliance documentation

Inbox Freedom:

Clear backlog of over 800 unread emails

Maintain a clean inbox with timely responses to inquiries

Ensure clients are not asking for status updates (responses within 24 hours)

Increased Bandwidth for Growth:

Free up clients time from administrative tasks to focus on sales marketing and strategic planning

Provide capacity to scale operations and manage an expanded contractor workforce (810 contractors)

Ensure the client spends more time on highvalue activities and can handle increased job volume

Improved Financial Management:

Accurate job costing with invoices matched to corresponding jobs

Ensure timely payments from clients and to contractors/suppliers

Maintain clean books with minimal discrepancies ontime payments and positive cash flow

Robust Documentation and Training:

Document all processes and standard operating procedures (SOPs) for consistent execution

Provide training to the virtual assistant and enable knowledge transfer

Maintain uptodate process documentation ensuring the virtual assistant can follow processes independently

Processes:

Lead Management and Sales:

Existing sales pipeline and processes in HubSpot CRM

Templates for emails and client communication

Addressing recent slips with over 800 emails in the inbox and missed followups

Contractor Management:

System for vetting and managing contractors

Plan to have a team of 810 qualified contractors handling installations

Bringing on 23 new contractors per week

Operations:

Downsizing factory/warehouse and clearing inventory over 2 months

Reducing vehicle fleet from 6 vehicles to 3

Independent Contractor Perks

• Permanent work from home
  
• Immediate hiring
  
• Steady freelance job
  

ZR13808JOB

Proactive and Solution-Focused Mindset: Take initiative, anticipate needs, and propose solutions rather than simply following instructions Adaptability and Eagerness to Learn: Quickly learn new software, processes, and domain knowledge Excellent Communication Skills: Strong written and verbal communication abilities for managing client interactions, contractor coordination, and internal team collaboration Attention to Detail and Organization: Exceptional attention to detail and organizational skills to ensure no balls are dropped Basic Accounting/Bookkeeping Knowledge: Familiarity with basic accounting principles and financial record-keeping advantageous Collaborative and Team-Oriented: Seamlessly integrate with Precision Glass Fences culture of accountability, continuous improvement, and attention to quality Technical Proficiencies: Experience with CRM software (preferably HubSpot) Proficiency in Microsoft Office Suite (Word, Excel, Outlook) Willingness to learn industry-specific tools for contractor management, job scheduling, and process documentation (e.g., Komodo) Experience in the construction or trades industry beneficial but not required Tech Stack: HubSpot (CRM, sales pipeline, email templates) Potentially Komodo or similar software for recording processes/SOPs Microsoft Office Suite (Word, Excel, Outlook) for basic productivity Accounting softwares