Executive Assistant

• Answer the main business line via DialPad following scripts and document project details in an internal web form (incoming leads from JobTread).
• Handle client calls, gather necessary project details (name, address, referral, timeframe), and ensure follow-ups are completed.
• Respond promptly to client inquiries and provide updates as needed.
• Manage Ed’s calendar using Microsoft 365 to schedule appointments and coordinate with subcontractors and clients.
• Send reminders, confirmations, and meeting summaries to prevent conflicts and ensure milestones are met.
• Coordinate with subcontractors on schedules, deliverables, and measurements, following up to ensure task completion.
• Organize and maintain contracts, permits, blueprints, and compliance documents in a shared drive.
• Track expiration dates for licenses, insurance, and permits to ensure compliance.
• Collect and file insurance certificates, bids, and W-9s.
• Track project expenses, prepare reports, and flag potential overages early.
• Prepare and send client invoices, record payments, and follow up on outstanding balances.
• Assist with monthly bookkeeping by scanning and attaching receipts to the correct jobs using Dext and logging transactions.
• Assist in drafting bid packages and proposals and organize cost estimates, vendor quotes, and supporting documentation.
• Monitor and engage in Facebook groups to identify potential leads and respond to direct messages.
• Post updates of ongoing projects, before/after photos, and testimonials to social media and Google Business and assist with uploading content to the website.
• Provide regular progress updates, reports, and meeting summaries to clients and collect/organize site progress photos to create simple visual updates or slideshows.
• Provide ad-hoc administrative assistance such as email management and client follow-up, handle insurance renewals, safety documentation, and compliance checklists, and maintain organized records for audits and inspections.
• Communicate blockers and provide daily updates on task status and progress.

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