Offer summary

Qualifications:

Proven experience in administrative or executive assistant roles, preferably in a service-based industry., Strong proficiency in project management software and Microsoft Office suite., Excellent written and verbal communication skills with high attention to detail., Basic understanding of accounting principles and experience in social media management..

Key responsabilities:

Conduct daily audits of completed jobs and manage job information entry into the project management system.

Prepare and send invoices, following up on payments to maintain healthy cash flow.

Handle client and team communications across various channels and assist in the migration to new systems.

Create and maintain standard operating procedures and provide regular reports on job profitability and performance indicators.

Job description

This is a remote position.

Virtual Executive Assistant for Electrical Services Business

Candidate-facing description: Join a dynamic electrical services company as a Virtual Executive Assistant and be the driving force behind our operational excellence. In this role, you’ll streamline our administrative processes, enhance client communications, and play a crucial part in our exciting transition to new, cutting-edge systems. Your attention to detail and proactive approach will directly contribute to our business growth, allowing our skilled electricians to focus on delivering top-notch service. If you’re tech-savvy, love solving problems, and are passionate about creating efficient processes, this is your opportunity to make a significant impact in a growing industry.

Responsibilities:

Conduct daily audits of completed jobs, ensuring accuracy in labor hours, materials used, and job details
Manage job information entry into our project management system, including accurate coding of materials and labor
Prepare and send invoices, following up on payments to maintain healthy cash flow
Handle client and team communications across various channels (phone, email, social media)
Generate and manage compliance certificates for completed jobs
Assist in the migration from Tradify to Simpro, including process documentation and team support
Support IT infrastructure changes, particularly the transition to Microsoft Exchange
Implement and manage social media and marketing initiatives
Create and maintain standard operating procedures for key business processes
Provide regular reports on job profitability, invoice status, and other key performance indicators

Requirements

Proven experience in administrative or executive assistant roles, preferably in a service-based industry
Strong proficiency in project management software and Microsoft Office suite
Excellent written and verbal communication skills
High level of attention to detail and ability to manage multiple tasks efficiently
Adaptability and quick learning ability, especially with new software systems
Basic understanding of accounting principles and invoicing processes
Experience in social media management and basic marketing principles
Proactive problem-solving skills and ability to suggest process improvements

Scopes:

Manage and optimize all administrative processes, aiming for a 50% reduction in manual task time within 6 months
Take ownership of the Simpro implementation, ensuring all team members are trained and comfortable with the new system within 3 months
Develop and implement a communication strategy that reduces client inquiries by 30% through proactive updates and efficient response systems
Create a comprehensive set of standard operating procedures for all key business processes within the first 4 months
Implement a social media strategy that increases engagement by 25% and leads to a 10% increase in new client inquiries within the first year

Required profile