Office Assistant (Executive & Operations Support) Full Time

Description

Office Assistant (Executive & Operations Support)
Company: Construction Company
Location: Remote (Work from Home)
Schedule: Monday – Friday | 8:00 AM – 5:00 PM (PST;CST;EST)
Salary: $1200 to $1500 USD montly
Employment Type: Full-Time | Remote

ABOUT THE ROLE

ScaleSource is hiring for a construction company, a growing U.S.-based organization seeking a Virtual Office Assistant to act as a key operational and executive support partner to leadership.

This position plays a central role in daily operations, customer coordination, appointment scheduling, sales support, and administrative follow-up, ensuring internal teams and customers receive efficient, professional service.

This is an excellent opportunity for candidates who want to grow within U.S. business operations while working closely with leadership and operational teams.

ROLE OVERVIEW

The Office Assistant will support leadership, sales teams, and operations through customer communication, appointment coordination, task follow-ups, administrative tracking, and operational support.

The ideal candidate is highly organized, customer-oriented, proactive, and comfortable multitasking in a fast-paced environment.

KEY RESPONSIBILITIES

1. Customer Inquiry Handling
   • Respond to customer inquiries via phone, email, and messaging platforms
   • Provide clear and professional responses regarding services, pricing, and scheduling
   • Assist customers in booking appointments or consultations
2. Client Qualification Support
   • Follow provided scripts to qualify potential customers
   • Collect required information and ensure correct lead qualification
   • Route qualified prospects to sales teams
3. Appointment Coordination
   • Schedule and coordinate appointments efficiently
   • Manage calendars and appointment logistics
   • Communicate schedules with both customers and sales teams
4. Sales Support
   • Provide administrative assistance to sales representatives
   • Follow up internally to ensure appointments and sales tasks are completed
5. Task & Performance Follow-Up
   • Monitor pending tasks assigned to sales staff
   • Send reminders and follow up on overdue actions
   • Support teams in maintaining accountability and deadlines
6. Operational Support
   • Track daily operational activities and team follow-ups
   • Assist in logistics coordination and operational planning
   • Help ensure smooth execution of field operations and appointments
7. Review & Feedback Requests
   • Contact closed clients to request reviews and feedback
   • Provide instructions for leaving reviews on platforms
   • Follow up when necessary to increase review completion
8. Financial & Data Entry Support
   • Assist with QuickBooks Online and operational data entry tasks
   • Maintain accurate records across systems

QUALIFICATIONS

• Previous experience in customer service, administrative support, or office coordination roles
• Strong written and verbal communication skills in English
• Strong organizational and multitasking abilities
• Experience working with CRM systems
• Familiarity with VoIP communication platforms (RingCentral or similar preferred)
• Spreadsheet and data-entry experience
• Familiarity with marketing tools such as Canva is a plus
• Ability to work independently and within distributed teams
• Basic financial data-entry familiarity is preferred

TECHNICAL REQUIREMENTS
• Reliable high-speed internet connection
• Professional remote working environment
• Computer capable of handling remote work tools

COMMUNICATION REQUIREMENTS
• Professional spoken and written English
• Comfortable handling customer conversations
• Professional presence on video calls (Zoom, Meet, etc.)
• Friendly and confident communication style

An short introduction video will be requested during the recruitment process.

WHAT SCALESOURCE OFFERS
• Full-time long-term remote opportunity
• Work with established U.S. companies
• Professional development opportunities
• Stable remote career growth path

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