Administrative Assistant

Role Overview

• Review incoming emails, voicemail notifications, and automated transcriptions to identify client needs.
• Coordinate directly with the client via calls and WhatsApp to discuss job previews, availability, and required next steps.
• Schedule preliminary visits, appointments, and daily activities in the client’s calendar.
• Prepare initial information for estimates and gather required inputs from the client.
• Dispatch daily tasks to three technicians using the ticketing system and send dispatch notifications.
• Maintain updated records of requests, tickets, schedules, and ongoing tasks.
• Use Office 365 tools (Outlook, Word, Excel) for documentation and administrative support.
• Marketing knowledge to help with LinkedIn account.
• Perform basic tasks in QuickBooks or similar accounting systems.

Requirements

• Strong phone communication and ability to maintain constant coordination.
• High attention to detail and accuracy when handling information.
• Excellent organization and time-management skills.
• Adaptability to a dynamic environment with varied responsibilities.
• Proactive, resourceful, and able to work independently.
• Comfortable using digital tools (Office 365, ticketing systems, WhatsApp, QuickBooks-like systems).

Benefits

• Fully remote work environment
• Stable, long-term collaboration
• Clear scope of responsibilities and structured workflows
• Training and onboarding support
• Opportunity to work with international teams
• Exposure to modern tools and professional processes
• Supportive and collaborative work culture
• Opportunity for skill development and career growth