Job at a glance
Scope of Work The Administrative Assistant helps deliver the EXOVATIONS promise of a stress-free remodeling experience through responsive customer service, accurate administrative support, and a welcoming office environment. This position manages incoming inquiries, coordinates appointments, maintains customer records, tracks warranty communications, and supports daily sales and marketing activities.
Key Results The successful candidate will be able to produce the following outcomes: Every customer inquiry is answered promptly and routed to the right person with a clear next step Appointments are scheduled, confirmed, and kept current with no missed or double bookings CRM records are accurate, complete, and up to date Warranty and service requests are tracked from first contact to documented resolution Sales literature, marketing events, and review requests are organized, stocked, and on schedule Office, presentation rooms, and guest spaces are clean, stocked, and client-ready always Duties Welcome customers, guests, and employees; answer calls and direct inquiries to the appropriate team member.
Monitor phone, voicemail, email, website chat, Podium, and other communication channels; respond professionally and follow up on pending leads and requests. Enter leads, confirm customer needs, and coordinate sales appointments, confirmations, reminders, rescheduling, and cancellations. Maintain accurate CRM records, communication history, lead statuses, and follow-up activity; address missing information and duplicates.
Route customer requests to the appropriate team member and track progress through completion. Document warranty and service concerns, coordinate appointments, communicate updates, and confirm final resolution with the responsible team. Support marketing projects, events, customer outreach, and sales initiatives; send Google review invitations and track follow-up. Keep sales literature, presentation materials, promotional items, and event supplies current, organized, and stocked.
Keep the lobby, presentation rooms, kitchen areas, and guest restrooms welcoming and ready for use; coordinate cleaning, supplies, and maintenance needs. Prepare rooms for appointments and meetings and perform other related administrative duties as assigned. Skills and Qualifications High school diploma or GED required; administrative support, customer service, or scheduling experience preferred. Strong written and verbal communication skills, a professional phone manner, and a commitment to exceptional customer service.
Excellent organization, attention to detail, sound judgment, confidentiality, and consistent follow-through. Ability to prioritize competing requests and work courteously with customers, vendors, and team members in a fast-paced environment. Proficiency with Microsoft Office 365 and accounting software; comfort using CRM systems, calendars, email, and customer messaging platforms. Dependability, a strong work ethic, high standards, a collaborative attitude, and willingness to learn new technology.
Work Environment, Schedule, and Physical Requirements This part-time position works on-site in an office setting. The scheduled hours are typically Monday-Thursday 9:00 am – 3:00 pm, and Friday 9:00 am – 1:00 pm. Duties include extended periods of sitting or standing, use of computers, telephones, and other office equipment, movement throughout the office, and lifting supplies or materials up to 25 pounds.
This role requires clear written and verbal communication and the ability to manage interruptions and multiple priorities.