Executive Assistant

Job Summary

Sales & Administrative Virtual Assistant

We are looking for a highly organized, proactive Virtual Assistant to help manage the day-to-day administrative and sales follow-up side of our home-service businesses.

This is not a position where we want someone simply waiting for tasks. We need someone who takes ownership of our inbox, lead pipeline, customer follow-up, and reactivation efforts and makes sure opportunities do not fall through the cracks.

Main Responsibilities

• Email Management
• Organize and maintain company email inboxes
• Respond to routine customer emails
• Flag important messages that require management attention
• Keep inboxes clean, categorized, and organized
• Make sure customer inquiries receive timely responses
• Lead Management
• Keep track of every new lead that enters the business
• Maintain accurate lead statuses in our CRM or tracking system
• Make sure every lead receives proper follow-up
• Identify leads that have not been contacted or followed up with
• Keep management updated on lead volume, contacted leads, quotes, bookings, and lost opportunities
• Lead Follow-Up & Re-Engagement
• Text and follow up with leads who previously requested quotes but never booked
• Re-engage older leads through text, phone, and email
• Continue following up until the customer books, declines, or asks us to stop contacting them
• Help revive leads that may otherwise be forgotten
• Past Customer Reactivation
• Contact previous pressure washing and window cleaning customers
• Encourage previous customers to schedule their next cleaning
• Contact previous customers about Christmas lighting and permanent lighting services
• Work through customer lists consistently to generate repeat business
• Track conversations and follow-up dates
• Facebook & Social Media
• Post consistently on company Facebook pages
• Share completed jobs, before-and-after photos, customer reviews, promotions, and seasonal offers
• Help keep the company active in relevant local Facebook groups
• Respond to basic Facebook messages and comments
• Help turn social-media conversations into leads

What We Are Looking For

The ideal person is extremely organized, comfortable communicating with customers, and naturally follows through.

You should be someone who notices when a lead has not been contacted, a customer needs a follow-up, or an email has gone unanswered without having to be reminded.

You should have:

• Excellent written and spoken English
• Strong organizational skills
• Strong customer-service skills
• Confidence texting and communicating with customers
• Experience using CRM systems or customer databases
• Experience with Gmail and Google Workspace
• Basic knowledge of Facebook and social media
• Ability to manage multiple conversations and follow-ups at once
• Attention to detail
• A sales-minded personality
• Ability to work independently and take ownership of responsibilities

Experience working with a home-service company is strongly preferred.

Primary Goal of the Position

Your job is to help make sure no lead and no previous customer is forgotten.

Every new lead should be tracked.

Every unsold lead should be followed up with.

Every previous customer should eventually be contacted about using us again.

Every important email should be handled.

And our company should maintain a consistent presence online.

The success of this position will be measured by organization, response time, follow-up activity, reactivated customers, and additional revenue generated from leads and previous clients.

Job Type: Full-time

Work Location: Remote