Virtual Assistant / Office Administrant

Office Administrator/Secretary - Tasks & Expectations

General Responsibilities
• Serve as the primary point of contact for office communication.
• Maintain a professional and organized office environment.

Phone & Email Management
• Answer and direct phone calls for all office locations.
• Maintain a polite and professional demeanor when speaking with clients.
• Check and respond to emails in Gmail promptly.
• Categorize and prioritize emails for follow-up.

Calendar & Scheduling
• Manage and update Google Calendars for three executives.
• Schedule meetings, avoid conflicts, and send reminders.
• Ensure timely communication of schedule changes.

Lead Engagement & Client Interaction
• Engage with leads from social media and other platforms.
• Call and collect necessary information from potential clients.
• Log and track leads in the CRM/GHL system.
• Ensure timely follow-ups to maximize conversion.

Document Management
• Organize and store documents on the company’s personal drive and GHL.
• Keep track of contracts, proposals, and internal documents.
• Ensure easy accessibility of files for the team.

Office Supply & Logistics Management
• Order office supplies as needed (Amazon, local vendors).
• Manage UPS shipping labels and track shipments.
• Ensure all office locations have necessary resources stocked.

Proposal & Contract Preparation
• Draft and edit proposals for potential clients.
• Write contracts based on company guidelines and millwork training materials.
• Ensure accuracy and completeness before submitting documents.

System & Tools Usage
• Use Google Calendar for scheduling.
• Utilize Gmail for official communication.
• Maintain and update records in GHL (task and document management).
• Use the CRM system to track leads and follow-ups.

Other Duties
• Assist executives and team members with administrative support.
• Maintain confidentiality and security of sensitive information.
• Adapt to new tasks and responsibilities as needed.