Office Admin (Independant Contractor)

Position: Office Administrator

Engagement: Independent contractor

Pay: $3,600 per month

Phone coverage: Monday–Saturday, 8:00 AM – 6:00 PM

Admin work hours: Normal business hours

Call volume: About 5–15 leads per day, plus texts

About the role

You are the first voice our customers hear and the person who keeps the office running. You answer and qualify new leads, book estimates, keep customers updated on their install schedule and track inventory.

This role is a good fit for someone organized, friendly on the phone, and comfortable owning a process from first call to finished job.

Responsibilities

1. Leads and scheduling estimates

• Answer incoming calls and texts during phone coverage hours.
• Screen callers using the qualification script and book qualified leads for an estimate.
• Call new leads quickly and follow up with leads who haven't responded.
• Confirm estimate appointments the day before.
• Update each lead's stage in the CRM and log notes after every conversation.

2. Job scheduling and customer updates

• Confirm install dates with customers 1–2 days ahead, including access, pets and gate codes.
• Contact customers to reschedule for rain days, late inventory or crews running behind.

3. Billing and payments

• Send final invoices when jobs are completed.
• Follow up on unpaid or late invoices and record payments.

4. Inventory and vendors

• Log incoming deliveries and record materials used from job data.
• Order materials for upcoming jobs and keep stock above reorder levels.
• Handle supplier returns and credits, and match supplier invoices to orders received.
• Keep subcontractor paperwork current, such as W-9s and certificates of insurance.

5. After the job

• Send a thank-you message and request a Google review and ask happy customers for referrals.

6. General office

• Manage the business inbox, voicemail and mail.
• Keep the CRM clean, with no stale leads and accurate stages.
• Reply to online reviews and keep the Google Business Profile up to date.

Schedule and availability

• Phone coverage: You must be able to answer calls and texts Monday–Saturday, 8:00 AM – 6:00 PM. Missed calls should be returned within 15 minutes.
• Admin work: Inventory, follow-up calls, quoting, billing and reporting are done during normal business hours.
• Time off: Planned time off needs advance notice so phone coverage can be arranged.

Must have

• Clear, friendly phone manners and professional writing
• Reliable phone and internet during coverage hours
• Your own computer
• Strong organization and follow-through across many small tasks
• Comfort with a CRM, spreadsheets and Google Earth

Nice to have

• Experience in scheduling, dispatch or customer service for a home service or construction business
• Experience with invoicing or bookkeeping

What we provide

• Qualification and scheduling scripts
• Quoting SOP, price list and training on how we quote
• Message templates for confirmations, reschedules and follow-ups
• CRM access with clear definitions for each lead stage
• Inventory reorder levels for each material
• An escalation guide listing which issues go straight to the owner

How to apply

Send a short note about your experience with scheduling or customer service, along with your resume, to [email protected]. Qualified applicants will be invited to a phone interview.

Pay: $3,600.00 per month

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Lancaster, NY 14086