Administrative Assistant

This is a fully remote position, open to applicants in South Africa.

📋 Description

• Respond to and make company phone calls.

• Oversee and reply to company emails.

• Interact with homeowners, vendors, subcontractors, insurance firms, inspectors, and local authorities.

• Keep precise customer and project documentation.

• Manage CRM tasks and projects; ensure notes, statuses, documents, and follow-up tasks are up-to-date.

• Identify and address stalled projects or tasks effectively.

• Reach out to and follow up with new leads; assist in scheduling inspections and appointments.

• Apply for roofing and construction permits in approximately 20 municipalities across Colorado.

• Investigate specific permitting requirements for municipalities and monitor applications until approval.

• Schedule and coordinate necessary inspections and ladder setups.

• Support insurance supplements and track them through to completion.

• Generate down-payment and final invoices; oversee accounts receivable and follow up on outstanding balances.

• Create Certificates of Completion and manage 5-Year Hail & Wind and manufacturer warranties.

• Maintain comprehensive customer files and consistent records in CRM/Google Drive.

• Enhance CRM workflows, templates, project stages, forms, automations, SOPs, and checklists.

• Maintain documentation for subcontractors, HR, vendors, and compliance, including W-9s, insurance certificates, agreements, licenses, and registrations.

• Assist with Google Business Profiles, project photography, videos, and marketing materials when core administrative tasks are managed.

⛳️ Requirements

• Prior experience in an administrative, operations, customer service, coordination, or related role.

• Proficient in spoken and written English.

• Strong telephone and customer communication abilities.

• Comfortable making outbound calls.

• High level of computer literacy.

• Excellent organizational and time-management skills.

• Remarkable attention to detail.

• Capability to work independently and take responsibility.

• Ability to juggle multiple tasks, projects, and deadlines.

• Strong problem-solving abilities.

• Capacity to identify inefficiencies and propose improvements.

• Experience with CRM systems is a plus.

• Proficient in Google Workspace/Google Drive.

• Willingness to work during US Mountain Time hours.

• Background in roofing or construction administration, insurance administration or claims, permitting, accounts receivable or collections, CRM administration, project coordination, compliance administration, process improvement, SOP development, working with US-based companies, or operating US hours will be advantageous.

🏝️ Benefits

• Competitive salary and benefits package.

• Opportunities for professional development and growth.

• Positive and collaborative work environment.