Administrative Assistant - WFH

We are looking for a highly organized, proactive, and detail-oriented Administrative Assistant to support our growing handyman services business. This role is responsible for customer communication, scheduling, administrative operations, contractor coordination, and marketing support to ensure exceptional customer service and efficient day-to-day operations.

Key Responsibilities

1. Customer Communication

• Answer incoming phone calls, emails, text messages, and online inquiries.
• Prepare and provide customer quotes or estimates based on service requirements.
• Schedule appointments for customers and service technicians.
• Confirm appointments and send reminders.
• Follow up with customers after completed jobs to gather feedback and encourage reviews.
• Handle customer concerns, complaints, and rescheduling requests professionally.

1. Scheduling & Calendar Management

• Coordinate daily schedules for multiple service technicians.
• Optimize schedules to minimize downtime and avoid appointment conflicts.
• Manage cancellations, rescheduling, and route planning.
• Send appointment reminders to customers and contractors.
• Utilize Jobber or similar field service management software to manage work orders and schedules.

1. Administrative & Back-Office Support

• Create and send invoices promptly.
• Track payments and update accounting software (e.g., QuickBooks).
• Maintain accurate service records, customer information, and job logs.
• Prepare daily, weekly, and monthly operational reports.
• Assist with general administrative tasks as required.

1. Marketing & Lead Generation

• Respond to customer inquiries across Jobber, email, social media, and other communication channels.
• Manage social media accounts by creating posts, responding to messages, and engaging with followers.
• Assist with email and SMS marketing campaigns targeting existing customers.
• Update and manage Google Business Profile, including responding to reviews.
• Create marketing materials, graphics, short-form videos, and promotional content for YouTube Shorts, Instagram, Facebook, and Google platforms.
• Utilize AI tools for content creation and marketing automation.
• Assist with press releases and digital marketing initiatives.
• Monitor social media performance using Metricool or similar social media management platforms.
• Support Google Analytics reporting and marketing performance tracking.

1. Contractor & Staff Coordination

• Assist with onboarding new contractors, freelancers, and service technicians.
• Maintain records of licenses, certifications, insurance, and compliance documents.
• Communicate job details, customer expectations, and schedule updates.
• Track contractor work hours when required.

1. Reporting & Performance Tracking

Compile and monitor key business metrics, including:

• Completed jobs
• Customer satisfaction ratings
• Response times
• Technician productivity
• Marketing performance and lead generation metrics

Qualifications

• Minimum of 3 years of relevant experience in administrative support, customer service, scheduling, and marketing.
• Experience using Jobber or similar field service management software is highly preferred.
• Proficiency with QuickBooks or other accounting software.
• Experience managing social media platforms and digital marketing campaigns.
• Familiarity with Metricool, Google Business Profile, Google Analytics, or similar marketing tools.
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal English communication skills.
• Strong analytical, problem-solving, and critical-thinking abilities.
• Results-driven with excellent attention to detail.
• Team player with the ability to work independently.
• Familiarity with home repair, maintenance, or handyman industry terminology is an advantage.
• Willing and able to work on weekends when required.