Virtual Executive Assistant for Electrical Services Business

This is a remote position.

Virtual Executive Assistant for Electrical Services Business

Candidate-facing description: Join a dynamic electrical services company as a Virtual Executive Assistant and be the driving force behind our operational excellence. In this role, you’ll streamline our administrative processes, enhance client communications, and play a crucial part in our exciting transition to new, cutting-edge systems. Your attention to detail and proactive approach will directly contribute to our business growth, allowing our skilled electricians to focus on delivering top-notch service. If you’re tech-savvy, love solving problems, and are passionate about creating efficient processes, this is your opportunity to make a significant impact in a growing industry.

Responsibilities:

• Conduct daily audits of completed jobs, ensuring accuracy in labor hours, materials used, and job details
  
• Manage job information entry into our project management system, including accurate coding of materials and labor
  
• Prepare and send invoices, following up on payments to maintain healthy cash flow
  
• Handle client and team communications across various channels (phone, email, social media)
  
• Generate and manage compliance certificates for completed jobs
  
• Assist in the migration from Tradify to Simpro, including process documentation and team support
  
• Support IT infrastructure changes, particularly the transition to Microsoft Exchange
  
• Implement and manage social media and marketing initiatives
  
• Create and maintain standard operating procedures for key business processes
  
• Provide regular reports on job profitability, invoice status, and other key performance indicators
  

Requirements

• Proven experience in administrative or executive assistant roles, preferably in a service-based industry
  
• Strong proficiency in project management software and Microsoft Office suite
  
• Excellent written and verbal communication skills
  
• High level of attention to detail and ability to manage multiple tasks efficiently
  
• Adaptability and quick learning ability, especially with new software systems
  
• Basic understanding of accounting principles and invoicing processes
  
• Experience in social media management and basic marketing principles
  
• Proactive problem-solving skills and ability to suggest process improvements
  

Scopes:

• Manage and optimize all administrative processes, aiming for a 50% reduction in manual task time within 6 months
  
• Take ownership of the Simpro implementation, ensuring all team members are trained and comfortable with the new system within 3 months
  
• Develop and implement a communication strategy that reduces client inquiries by 30% through proactive updates and efficient response systems
  
• Create a comprehensive set of standard operating procedures for all key business processes within the first 4 months
  
• Implement a social media strategy that increases engagement by 25% and leads to a 10% increase in new client inquiries within the first year