Virtual Assistant - Residential Design-Build

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Design-Build Assistant – Virtual Position Position Overview: We are seeking a proactive, detail-oriented, and professional Design-Build Assistant to support our growing residential design-build company. This virtual role is essential for managing administrative tasks, screening calls, assisting our design department with price gathering, and streamlining procurement processes. The ideal candidate is self-sufficient, highly organized, and capable of problem-solving without extensive training. They should be engaging, warm, and able to communicate effectively in English. Initially, this role will require a few hours per week, with increasing responsibility and hours based on performance and fit. ________________________________________ Responsibilities & Tasks: 1. Administrative Support • Manage calendars for company leadership and key team members, ensuring efficient scheduling. • Handle inbound email organization when leadership is away, prioritizing messages and redirecting inquiries as needed. • Utilize HubSpot for tracking and managing client interactions. • Provide general administrative support as needed. 2. Call Handling & Lead Management • Answer and screen calls, filtering out sales and spam calls. • Use a pre-approved script to handle unwanted solicitations professionally. • Enter new customer inquiries into HubSpot and ensure accurate data entry. • Summarize phone calls and email relevant details to the appropriate party. • Monitor and respond promptly (within one hour) to Houzz Pro, Google Ads, Angi, and webform leads. • Conduct initial phone screenings with new leads to gather project scope, budget, home details, and other relevant information. • Research potential client properties, including home market value, past sales, RedFin/Zillow images, and ownership verification through local assessor’s offices. 3. Sourcing & Supplier Management • Research and compare suppliers, locally and nationwide, to find the best pricing for specified products. • Conduct web searches and call suppliers to price shop. 4. Procurement & Purchasing • Generate purchase orders in JobTread, ensuring all selections align with and tie back to project budgets. • Determine lead times for all selections and schedule orders accordingly to prevent project delays while also preventing having finishes on site too long before installation. • Monitor deliveries and ensure materials arrive on time. • Escalate any procurement or order-related issues to leadership. • Maintain accurate documentation for procurement activities, selections, and supplier details ________________________________________ Qualifications & Requirements: • Experience: At least 2 years in a virtual assistant, administrative, customer service, or construction/design-related role. • Technical Skills: Familiarity with Outlook, HubSpot, JobTread, Chief Architect, and VoIP phone systems preferred. • Communication: Strong verbal and written communication skills in English; professional and warm phone etiquette. • Time Zone: Must be available during business hours (8:00 AM – 5:00 PM Mountain Time, Denver, CO). • Problem-Solving: Ability to work independently with minimal guidance and take initiative in resolving issues. • Organization & Attention to Detail: High level of accuracy in data entry and task management. • Personality & Work Ethic: Engaging, professional, proactive, and adaptable to a fast-paced small-business environment. ________________________________________ Compensation & Hours: • Starting: A few hours per week, increasing as responsibilities expand. • Schedule: Remote, with availability during Mountain Time business hours. • Growth Opportunity: More responsibilities will be added based on competency and fit within the team. ________________________________________

Keyword: Customer Support

Price: $20.0

Administrative Support Microsoft Office Call Center Management Pricing Research Material Selection Calendar Management Vendor & Supplier Outreach Procurement HubSpot Chief Architect