ScaleSource

Executive Assistant

• Run the founder's communication and schedule so they never have to think about it
• Responsible for managing inbox, calendar, meeting prep, follow-up, and CRM updates
• Triaging communications with judgment — knowing what needs the founder's attention and what doesn't
• Drafting and sending replies in the founder's voice, indistinguishable from their own writing
• Keeping the calendar protected and meeting prep ready well ahead of time
• Making sure every meeting generates its follow-ups and every follow-up gets closed
• Running the admin machine behind launches, webinars, and onboarding
• Supporting webinar, launch, and client onboarding admin end to end
• Keeping every moving piece of a launch or onboarding sequence on track without dropped steps
• Tracking action items from meetings and planning sessions with owners and due dates
• Coordinating contractors — designers, VAs, tech support — so deliverables land on time
• Maintaining client records, notes, and deliverable handoffs
• Keeping documentation clean enough that anyone stepping in could understand client history and status immediately
• Protecting the founder's focus by absorbing the small stuff completely

Executive Assistant – Coaches, EOS, Consultants

Operations

• Manage calendars, build SOPs, track action items, and keep systems organized
• Own the systems that keep the operation running so founders stay focused on the decisions only they can make
• Own the calendar so leadership never has to think about it
• Communicate early and honestly about progress and issues
• Ensure deadlines are consistently met with minimal supervision
• Capture action items from meetings and track them to closure
• Keep tools and systems organized and current
• Reduce founder and leadership time spent on admin and routine decisions
• Build and maintain reporting cadences and SOP libraries

Office and Operations Coordinator

Sales Operations Manager

• Contacting every inbound lead within the target response window — minutes, not hours
• Making outbound calls, callbacks, and follow-ups without being chased to do it
• Responding fast enough that the business wins the job before a competitor even calls back
• Tracking every touchpoint so no lead falls through the cracks between first contact and close
• Working the follow-up cadence every day, not when you get around to it
• Building estimate packets, proposals, job notes, and pipeline updates
• Keeping estimates accurate and consistent so the sales team and the customer both trust the number
• Sending proposals promptly and tracking them through to signature
• Catching errors before they go out — wrong scope, wrong price, wrong customer details
• Keeping templates and pricing references current so accuracy scales
• Locking in appointments, site visits, estimate reminders, and proposal send-outs
• Confirming appointments before they happen so crews and estimators don't drive to no-shows
• Rescheduling cleanly when plans change — and making sure the customer knows
• Chasing unsigned proposals until they are signed or confirmed dead
• Re-engaging dormant leads with structured outreach, not one half-hearted email
• Keeping CRM / job-management statuses, notes, and next steps accurate and current
• Logging every meaningful contact so the next person is not starting from zero
• Creating follow-up tasks with owners and due dates
• Making sure pipeline reports are trustworthy because the data underneath them is

Sales Operations Specialist

Customer Support

• Answering inbound contacts quickly and professionally, in every channel
• Making outbound calls, callbacks, and follow-ups without being chased to do it
• Logging every meaningful contact so the next person is not starting from zero
• Handling routine questions completely instead of pushing them to a manager
• Keeping tone warm, clear, and professional even at hour seven of a heavy day
• Scheduling appointments accurately the first time
• Confirming appointments before they happen
• Rescheduling cleanly when plans change
• Sending reminders so the calendar is real, not aspirational
• Running light service recovery when something goes sideways
• Accurate, current notes on every customer and every interaction
• Correct tags and statuses, applied consistently
• Follow-up tasks created with owners and due dates
• Closing out what is done and surfacing what is stuck
• Recurring admin tasks across multiple locations
• Flagging anything that genuinely does need an operator decision
• Recognizing what is routine and what is an escalation
• Following the SOP exactly, not the version you invented on the fly

Customer Support Specialist

• Communicate with commercial clients through email, phone, text, client portals, CRM systems, video updates, and virtual meetings.
• Respond to client messages quickly and professionally.
• Send clear updates before clients have to chase us.
• Explain what happened, what we are doing, who is responsible, and when the next update will happen.
• Communicate delays, weather issues, scheduling changes, property concerns, and service updates.
• Make clients feel heard without overpromising nonsense we cannot deliver.
• Keep communication honest, calm, warm, and professional.
• Make us feel like the most organized landscaping company they have ever worked with.
• Own the communication loop until the item is completed.
• Ensure client asks and issues are handled promptly, aiming for resolution or meaningful advancement within 72 hours.
• Help track client requests, property issues, service updates, and internal follow-up.
• Record video updates and join virtual client meetings as needed.
• Facilitate communication between English-speaking clients and Spanish-speaking field team members.

Client Success, Customer Experience Lead

Sales

• Generate and close your own contracts while building the sales system
• Define who to target and develop outreach strategies, not just execute them
• Build the prospect pipeline, CRM process, scripts, and reporting from scratch
• Use AI and automation to make the vertical faster and more consistent
• Add new team members to your pod as the vertical scales
• Own the pod's numbers — if they miss, that's on you, not them
• Run weekly scorecards and report on what's working and what isn't

Vertical Sales Leader

• Close 6 new Scalesource contracts after 90 days
• Build the core vertical funnel and tracking system
• Launch lead generation for your assigned vertical
• Build CRM visibility from lead source to booked call to signed contract
• Build or improve at least 5 funnel automations

Vertical Sales Builder

Recruitment

• Hiring new joiners for multiple verticals (time-to-hire: 14 days)
• Offering a world-class candidate experience to every candidate, including rejected ones (SLA for feedback: 24h)
• Work on recruitment improvement projects

Recruiter – Multiple Verticals

• You will communicate with commercial clients through email, phone, text, client portals, CRM systems, video updates, and virtual meetings.
• You will be responsible for responding to client messages quickly and professionally.
• Sending clear updates before clients have to chase us.
• Communicating delays, weather issues, scheduling changes, property concerns, and service updates.
• Keeping communication honest, calm, warm, and professional.
• When a client reports an issue, you own the communication loop until the item is completed.
• You will help make sure the company has a clean system for tracking client requests, property issues, service updates, and internal follow-up.

Client Success Lead – Customer Experience

• Communicate with commercial clients through email, phone, text, client portals, CRM systems, video updates, and virtual meetings.
• Capture and clarify client issues, assigning and tracking until completion.
• Identify patterns and problems, proposing solutions proactively.
• Track client requests, property issues, and service updates for organized execution.
• Record video updates and attend client meetings for clearer communication.
• Facilitate bilingual communication between English-speaking clients and Spanish-speaking team members.

Client Success Lead

• You will communicate with commercial clients through email, phone, text, client portals, CRM systems, video updates, and virtual meetings.
• Responding to client messages quickly and professionally
• Sending clear updates before clients have to chase us
• Explaining what happened, what we are doing, who is responsible, and when the next update will happen
• Communicating delays, weather issues, scheduling changes, property concerns, and service updates
• Making clients feel heard without overpromising nonsense we cannot deliver
• Keeping communication honest, calm, warm, and professional
• Making us feel like the most organized landscaping company they have ever worked with
• You own the communication loop until the item is completed
• Capturing the issue clearly
• Asking good questions when the request is vague
• Confirming property, location, priority, photos, timing, and client expectation
• Assigning or escalating the issue to the correct internal person
• Tracking the status until completion
• Following up with operations or field leadership
• Updating the client proactively
• Confirming completion with notes, photos, or internal confirmation when possible
• Closing the loop so everyone knows the issue was handled
• You should be able to identify patterns and problems before they become bigger problems.
• You will help make sure the company has a clean system for tracking client requests, property issues, service updates, and internal follow-up.
• Creating and updating tasks
• Keeping CRM/client records clean
• Tracking open issues by client/property
• Maintaining follow-up dates and deadlines
• Confirming completion instead of assuming completion
• Helping leadership see what is open, stuck, urgent, or recurring
• Preparing simple weekly reports on client issues, aging items, completed items, and recurring concerns
• Making sure communication does not live only in someone’s memory, text thread, or random notebook.
• You must be comfortable on video.
• Recording short Loom-style client updates
• Showing your face on camera while explaining an update
• Joining virtual meetings with clients.

• Manage inbox, calendar, meeting prep, follow-up, and CRM updates
• Support webinar, launch, and client onboarding admin
• Track action items and coordinate contractors
• Maintain client records, notes, and deliverable handoffs
• Deliver reliable right-hand execution, not task-rabbit work

Administrative Assistant

• Own inbound/outbound coverage across phone, email, SMS, and chat — no channel left hanging
• Manage appointments end-to-end: scheduling, confirmations, reschedules, reminders, light service recovery
• Keep CRM/help desk notes, tags, statuses, and follow-up tasks clean and current
• Handle routine franchise admin so managers stay locked on operations
• Run escalations (billing, complaints, franchisee issues) per a clear SOP set at onboarding

Customer Service, Admin Assistant

• Own speed-to-lead and outbound follow-up for every inbound lead and estimate request
• Build estimate packets, proposals, job notes, and pipeline updates
• Lock in appointments, site visits, estimate reminders, and proposal send-outs
• Wake up dormant leads and chase unsigned proposals
• Keep CRM/job-management systems tight and current

Sales Support – Estimator

Front Desk

• Manage the clinic's calendar end to end — triage, scheduling, and missed-call recovery
• Identify and respond to 12 life-threatening red flags for emergency triage
• Run daily missed-call recovery, touching new leads within 20 minutes
• Use Practice Management System (PMS), dialer, and SMS tools to manage client communication

Executive Assistant – Coaches, EOS, Consultants

Office and Operations Coordinator

Sales Operations Specialist

Customer Support Specialist

Client Success, Customer Experience Lead

Vertical Sales Leader

Vertical Sales Builder

Recruiter – Multiple Verticals

Client Success Lead – Customer Experience

Client Success Lead

Client Success Lead

Executive Assistant – Coaches, EOS, Consultants

Customer Service, Admin Assistant

Sales Support – Estimator

Virtual Front Desk Operator, Vet Clinics