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Executive Assistant
OutsourceyExecutive Assistant supporting customer service, orders, invoicing, calendars, and franchise administration for Outsourcey’s BPO operations. Remote role coordinating retail, catering, e-commerce, and business-growth activities.
Core Competencies
Role fitCore Competencies
Use this summary to align your resume positioning with the role.
Demonstrates strong administrative and organizational capabilities, with proficiency in managing customer inquiries, online orders, and invoicing processes. Exhibits excellent communication skills and attention to detail while supporting business operations and franchise initiatives.
Highest-signal resume keywords
Customer Service ExperienceAdministrative SupportInvoicing And BillingMicrosoft Office ProficiencyCRM And Order Management Software
ATS Keywords
Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills
InvoicingOrder ManagementCustomer Record MaintenanceInventory TrackingBasic BookkeepingSpreadsheet PreparationEvent CoordinationEmail CommunicationOnline Order ProcessingTime Management
Soft Skills
Excellent Communication SkillsAttention To DetailProblem-Solving SkillsSelf-MotivatedMultitasking Ability
Tools & Technologies
Microsoft OfficeGoogle WorkspaceCRM SoftwarePOS SystemsOnline Business Platforms
Industry Keywords
CateringFood ServiceRetailE-CommerceFranchiseHospitality
About the role
Key responsibilities & impact- Answer incoming phone calls and respond to customer inquiries professionally and promptly
- Monitor and respond to company emails, website inquiries, and online messages
- Process and manage online orders, catering requests, pickup orders, and delivery inquiries
- Confirm order details, quantities, pickup or delivery times, and customer information
- Assist customers with questions regarding products, flavors, catering options, and ordering
- Coordinate large, wholesale, corporate, and event orders with appropriate team members
- Prepare, send, and track invoices, estimates, quotes, and payment requests
- Follow up on outstanding invoices and customer payments
- Maintain accurate records of customer orders, invoices, payments, and communications
- Assist with franchise inquiries, application paperwork, scheduling, and administrative follow-up
- Organize records for prospective franchisees and business partners
- Schedule meetings, appointments, calls, and franchise-related consultations
- Manage leadership calendars and important business deadlines
- Coordinate communication with vendors, suppliers, delivery partners, and other business contacts
- Assist with delivery and pickup coordination
- Follow up with customers regarding upcoming events, catering orders, and special requests
- Maintain organized digital files, contracts, invoices, customer records, and business documentation
- Assist with inventory tracking, order records, and administrative purchasing tasks
- Support customer service related to catering boxes, event orders, and customized requests
- Assist with event and catering coordination, including scheduling and customer confirmations
- Prepare spreadsheets, reports, presentations, and other administrative documents
- Update CRM, customer databases, order management systems, and internal tracking sheets
- Assist with basic bookkeeping administration and expense documentation
- Coordinate signatures, contracts, applications, and other business paperwork
- Help create and maintain administrative procedures, templates, and checklists
- Support franchise expansion projects and other business growth initiatives
- Assist with social media messages, customer reviews, and basic online communication
- Perform additional executive, administrative, customer service, and operational duties as assigned
Requirements
What you’ll need- Minimum 2.5 years of proven experience as an Executive Assistant, Administrative Assistant, Office Manager, Customer Service Representative, or similar role
- Strong administrative and organizational background
- Excellent written and verbal communication skills
- Professional and friendly phone presence
- Experience handling customer inquiries, online orders, and email communications
- Experience with billing, invoicing, and payment follow-up
- Strong attention to detail and accuracy
- Excellent time management and multitasking skills
- Ability to manage multiple orders, customers, and deadlines simultaneously
- Proficiency with Microsoft Office, Google Workspace, spreadsheets, and online business platforms
- Experience with CRM, order management, POS, or accounting software preferred
- Comfortable learning new software and systems quickly
- Strong problem-solving and customer service skills
- Self-motivated with the ability to work independently
- Experience supporting food service, catering, retail, e-commerce, franchise, or hospitality businesses preferred but not required
Benefits
Comp & perks- Competitive salary
- Opportunity to shape the HR function of a rapidly growing BPO
- Work closely with a team of industry leaders who have successfully scaled BPOs in the past
- Career growth and development opportunities