Administrative Assistant

Administrative Assistant

Location: Remote (U.S., Central Time Zone preferred)

Schedule: Part\-Time (15–20 hours/week, with opportunity to grow)

Overview

We are seeking a highly organized, proactive, and detail\-oriented Administrative Assistant to support the day\-to\-day operations of a fast\-growing home organizing business.

This role is essential to keeping projects, clients, and team communication running smoothly. The ideal candidate thrives in a fast\-paced environment, is highly responsive, and enjoys managing details, systems, and communication behind the scenes.

Key Responsibilities

Client \& CRM Management

Tools: Dubsado, Google Drive, Apple Shared Notes

• Schedule consultations and ensure consultation invoices are paid
• Collect and update client information
• Maintain accurate and up\-to\-date client records in Dubsado
• Upload and organize project prep forms
• Maintain detailed shared client notes
• Ensure Google Drive folders are complete and organized
• Keep CRM dates accurate (consults, installs, refreshes)

Proposals \& Booking

• Draft proposals using templates
• Send proposals after approval
• Track follow\-ups and booking status
• Answer basic client questions
• Document project scope and key details

Scheduling \& Team Coordination

Tools: When I Work

• Create and manage job sites (client name \+ address)
• Schedule jobs and assign team members
• Update schedules based on changes
• Manage team availability/unavailability
• Coordinate last\-minute scheduling needs
• Ensure team has accurate project details

Daily Team Support

Tools: Voxer, When I Work, Gusto

• Serve as the first line of response for team communication via Voxer
• Answer team questions related to:
• Scheduling
• Client details
• Time tracking
• General processes
• Escalate complex issues to leadership when needed

Client Communication

• Respond to client inquiries
• Follow up with leads via text or email
• Coordinate scheduling changes
• Request testimonials
• Schedule refresh sessions

Marketing Support (Execution)

• Upload portfolio photos to the website
• Add new project images
• Link press features/articles
• Update website content as directed

Administrative Support

• Create and track gift cards
• Handle donation requests
• Maintain and organize Google Drive folders
• Prepare project wrap\-up communications

Ideal Candidate

• Extremely organized and detail\-oriented
• Strong communicator (written and verbal)
• Comfortable managing multiple tasks at once
• Tech\-savvy and quick to learn new systems
• Responsive and proactive
• Able to handle fast\-paced, same\-day requests and shifting priorities
• Able to respond to time\-sensitive needs such as scheduling changes, proposals, and team updates

Helpful (not required):

• Experience with CRM systems (Dubsado preferred)
• Familiarity with Google Drive and Apple Shared Notes
• Experience with scheduling tools or team coordination platforms

Communication \& Expectations

• This role requires availability for
quick turnaround tasks and same\-day support when needed (e.g., schedule changes, proposal delivery, team coordination)
• Strong responsiveness during working hours is essential
• Primary communication will be through
email and Voxer

* Central Time Zone availability is strongly preferred to align with the team’s working hours

Compensation \& Schedule

* Hourly Rate: $20–$22/hour

* Schedule: 15–20 hours per week

• Opportunity for increased hours as the company grows

Employment Type

• This is a
1099 contractor position
• There is
potential for transition to a W\-2 employee role as the company grows and the position evolves

Job Type: Part\-time

Pay: $20\.00 \- $22\.00 per hour

Benefits:

• Flexible schedule

Work Location: Remote