Inside Out Group

Executive Assistant

• Respond to phone calls, emails, and messages from aides, patients, applicants, and insurers
• Support aides with payroll, PTO, benefits, ADP registration, and HHA Exchange usage
• Manage the daily attendance dashboard, identify missing timesheets, and provide training or support
• Conduct welcome calls to new patients and assist with creating weekly schedules
• Review and revise pre-billing and timesheets, coordinate with payroll to ensure accuracy
• Follow up on pending authorizations and liaise with insurance companies
• Staff open cases and assist in finding suitable caregivers
• Translate communications between English-speaking management and Spanish-speaking aides or patients
• Handle applicant intake, assist with applications, and coordinate nurse visits
• Conduct monthly patient satisfaction calls
• Manage annual administrative supervision and background check follow-ups for aides

Care Coordinator, Virtual Assistant

Appointment Setter

• Cold Calling & Lead Generation: Proactively call prospective clients, primarily car dealerships across the country, to pitch our products and set appointments.
• Scheduling & Time Management: Adhere strictly to a set daily work schedule, prioritizing peak contact hours (ideally between 9:30 AM and 12:00 PM local time for dealerships) for cold outreach.
• Sales Acumen: Quickly build rapport, articulate the value proposition clearly, and skillfully deal with objections over the phone to secure appointments or sales.
• Database Management: Utilize provided lists and conduct independent research (e.g., through LinkedIn) to identify and contact key decision-makers (owners, general managers).
• CRM/Dialer Use: Work within a Voice over IP (VoIP) system/CRM to manage calls and maintain a professional U.S. area code presence.
• Follow-up: Conduct consistent and professional follow-up with all leads. CRM Management - entering all relevant information into the CRM. Posting Receiving calls and directing to the relevant person

Account Executive

• Answer inbound calls and follow up on form-submitted leads promptly
• Qualify prospects, understand trip requirements, and provide accurate quotes in real time
• Confidently close bookings on the phone and via email/SMS
• Handle objections professionally and guide customers toward booking decisions
• Convert warm leads into confirmed reservations
• Conduct outbound cold calls to targeted businesses (corporate, events, hotels, executives, etc.)
• Source and research leads using tools such as D7 Lead Finder, LinkedIn Sales Navigator, or similar platforms
• Set qualified B2B appointments for partnership and corporate contract discussions
• Create and manage reservations within the CRM (GHL_GohighLevel)/booking platform (LimoAnywhere)
• Ensure trips are properly scheduled and dispatched
• Monitor trip lifecycle and assist with post-trip follow-up when needed
• Maintain accurate records and notes within the CRM
• Identify upsell and repeat-business opportunities
• Provide feedback on lead quality, scripts, and messaging
• Support email and follow-up campaigns when needed

Sales Representative, Transportation

Operations

• Manage scheduling, organize articles/documents, and perform data entry and data sharing tasks, overall organizational skill, as well as extracting key information from them.
• Execute cold outreach campaigns, specifically via LinkedIn DMs. (Sales Navigator)
• Perform "system porting" (e.g., migrating data from Google to Microsoft systems or vice versa) and manage data within Excel and Google Sheets.
• Handle the "admin side" of SEO, including website copywriting (blogs), tagging images with alt-text, and updating WordPress.
• Utilize advanced CRM systems (specifically Adminify, which uses GHL (GohighLevel as well as Hubspot and other standard CRMs) for email campaigns and lead tracking.
• Conduct market research and compile analyst-style reports to support business development.

Executive Operations Assistant

Administrative Assistant

• Monitor and acknowledge new work orders and service requests promptly to ensure a high level of customer service.
• Create and maintain precise tracking records for every job using internal systems and Google Sheets.
• Review incoming requests to identify gaps in data; proactively reach out to property managers, tenants, or owners to gather missing details.
• Organize and package all gathered work order information into clear instructions for the field team.
• Coordinate directly with tenants or occupants to confirm and schedule service appointments.
• Maintain technician schedules using shared digital calendars.
• Ensure all logistical details are documented and shared with technicians prior to service visits.
• Manage appointment confirmations and handle real-time communications with all parties.
• Partner with estimators to support the coordination of materials or information needed prior to service execution.
• Collect and organize "before and after" photos to verify scope and completion.
• Enter job updates and detailed completion notes into internal systems.
• Prepare and submit professional completion reports to property managers or clients according to their specific requirements.
• Assist with converting completed and approved jobs into final invoices.
• Ensure required notes, photos, and compliance documents are attached to every invoice before submission.
• Compile receipts and expense documentation for bookkeeping purposes.
• Mark jobs as complete and meticulously close out internal records once invoicing is finalized.

Administrative Coordinator

• Provide day-to-day administrative assistance to agency leadership
• Manage tasks, follow-ups, and documentation
• Assist with organization of internal workflows and processes
• Support leadership with general administrative duties as needed
• Handle basic client inquiries and route requests appropriately
• Create and submit customer service tickets for minor issues
• Coordinate with internal team members handling specialized cases
• Schedule appointments for clients accurately and efficiently
• Ask qualifying questions during scheduling calls
• Maintain and update calendars and scheduling systems
• Follow established scripts and processes to ensure consistency
• Meet or exceed appointment-setting KPIs

Executive Assistant, Appointment Setting Focus

• Manage the proprietary process serving CRM to log jobs and delegate them effectively to contractors.
• Monitor all active jobs to ensure they are being worked on schedule and troubleshoot any issues that arise for servers or clients.
• Send necessary legal forms to contractors, ensure they are signed, and manage the return/filing process.
• Manage all email correspondence, responding to inquiries with high professional standards.
• Provide service quotes to potential clients and manage the invoicing process upon job completion.
• Act as the primary point of contact for law firm clients to answer questions and provide status updates.
• Utilize Google Docs and Google Sheets to document internal procedures and create a formal company handbook.
• Identify downtime to proactively work on tasks that organize and "polish" the business for future onshore hiring.

Office Manager

Customer Support

• Answer and manage a high volume of inbound calls from customers.
• Assist clients with common insurance related requests, including payments, vehicle changes, policy updates, address verification, and basic coverage questions.
• Verify customer identity and accurately access policy information within the agency management system.
• Route calls or escalate cases to the appropriate internal agent when needed.
• Communicate clearly and professionally with customers in both English and Spanish.
• Provide reassurance and guidance to Spanish speaking clients who may not speak English.
• Accurately update customer records within the agency management system.
• Ensure all policy documents are properly uploaded, signed, and matched to the correct customer and insurance carrier.
• Verify policy details across multiple insurance providers, as the agency represents over 20 different carriers.
• Monitor renewals and ensure customer files are complete and up to date.
• Follow internal procedures to maintain data accuracy and compliance.
• Process daily transactions and payments received from customers.
• Prepare and organize receipts, invoices, and internal transaction records.
• Reconcile daily transactions within QuickBooks and the agency management system.
• Support payroll, accounting, and reporting processes under the guidance of the owner and external bookkeeper.
• Assist with basic bookkeeping tasks related to taxes, reports, and financial documentation.
• Maintain strict confidentiality when handling financial and personal customer information.
• Communicate regularly with internal agents to ensure tasks are completed accurately and on time.
• Use Microsoft Teams for daily communication and updates.
• Follow established workflows while proactively identifying areas for improvement.
• Participate in onboarding and training to learn internal systems and insurance processes.
• Provide reliable coverage during business hours to ensure phones are consistently answered.

Insurance Customer Service and Bookkeeping Assistant

• Answer inbound and make outbound phone calls and handle emails from customers
• Provide order status updates and resolve simple order corrections
• Process basic customer requests directly through the company website/order system
• Send confirmation and follow-up emails after changes are made
• Escalate large or complex bulk-order inquiries to management when needed
• Serve as the primary communication bridge between the office, floor manager, and ownership
• Receive requests from production staff for materials and supplies
• Compile and organize raw material and supply requests
• Create clear order summaries and submit them for management approval
• Maintain ordering schedules and administrative tracking documents
• Communicate daily with company leadership (primarily via email and short video check-ins)
• Help standardize internal processes and improve communication workflows
• Assist with basic documentation, order sheets, and system organization
• Support adoption and consistent use of collaboration tools (e.g., Google Workspace / Teams)

Administrative and Customer Support Coordinator

• Track action items from executive meetings; chase down deliverables from leadership to ensure projects stay on schedule and proactively identify blockers.
• Help manage cross-team projects, track milestones, and remove technical or administrative blockers for various departments.
• Maintain and update the company intranet (Notion). Ensure SOPs, policies, and procedures are current and organized.
• Support company scorecard management; follow-up with team members to ensure weekly KPIs and metrics are updated accurately.
• Assist with rare but complex scheduling for the executive team (6+ stakeholders); take detailed meeting notes and distribute action items.
• Build and format slide decks using established templates; create and distribute internal surveys.

Operations Assistant

Video Editor

• Manage inboxes, messages, and professional communications.
• Process purchase orders, coordinate with vendors, and maintain accurate documentation.
• Assist with scheduling, reminders, and time-sensitive business tasks.
• Support day-to-day operations of a busy solopreneur to ensure efficiency and organization.
• Serve as the first point of contact for prospective students; explain programs, pricing, and processes clearly and professionally.
• Provide exceptional customer service and maintain positive, supportive relationships with learners.
• Create, update, and maintain courses, modules, assignments, and content releases on CRM.
• Utilize crm and automation tools to improve CRM workflows, pipelines, landing pages, and email sequences.
• Edit educational videos with professionalism and attention to detail.
• Add B-roll, graphics, captions, transitions, and visual enhancements to support storytelling and instructional clarity.