Virtual Assistant and Office manager

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Five Seasons Painting is a fast-growing commercial and residential painting company with a focus on professionalism, quality, and customer satisfaction. As we scale, we're looking for a reliable, organized, and tech-savvy Virtual Assistant & Office Manager to join our team and help us deliver an exceptional customer experience while keeping operations running smoothly. Position Overview This role will serve as the central hub for customer communication, internal coordination, and administrative support. You’ll be managing the flow of new leads, handling customer inquiries, overseeing the CRM pipelines, managing subcontractor and vendor documentation, and ensuring all jobs are accurately tracked from estimate to completion. Key Responsibilities Lead & Customer Management Monitor and respond to all incoming leads (calls, emails, web forms, social media). Schedule estimates and follow up with unresponsive or unscheduled leads. Ensure a smooth and timely handoff of qualified leads to the sales team. Keep customers informed and supported throughout the project lifecycle. CRM & Pipeline Oversight Maintain and update project pipelines in JobTread and GoHighLevel. Ensure all job stages (estimate, approval, scheduling, production, completion) are tracked and documented correctly. Assist sales and production teams with CRM updates and status reporting. Administrative & Operational Support Enter and organize job costing data accurately in JobTread. Maintain subcontractor and vendor records, including W9s, COIs, and contracts. Ensure all project-related documents (permits, estimates, contracts, COIs) are organized and accessible. Assist in preparing reports on sales, job profitability, and operational performance. Communication & Coordination Serve as a communication bridge between sales reps, project managers, and customers. Track follow-ups, scheduled jobs, outstanding tasks, and issues that need escalation. Maintain weekly checklists and ensure no customer or job falls through the cracks. Requirements Proven experience as a Virtual Assistant, Office Manager, or Operations Coordinator. Strong experience with CRM tools like GoHighLevel and JobTread (or similar platforms). Excellent organizational and time management skills. High attention to detail and ability to manage multiple tasks simultaneously. Excellent communication skills – written and verbal. Experience with customer service and administrative support in a service-based business preferred. Tech-savvy and comfortable learning new platforms and systems quickly. Preferred Qualifications Familiarity with the painting, construction, or trades industry. Prior experience managing subcontractor documentation. Knowledge of marketing and lead tracking workflows in GoHighLevel. Comfortable working independently and remotely with minimal supervision. Why Work With Us? Join a growing, energetic company with a strong reputation and expanding footprint. Be a key part of our leadership and operations team. Work remotely with flexibility and autonomy. Opportunity for growth as the business expands into new markets and service lines.

Keyword: Project Coordinator

Price: $15.0

Light Project Management Administrative Support Virtual Assistance Scheduling Data Entry File Management Customer Service Communications Email Communication