Administrative Support [CNST]

Location: Work from Home
Type of Employment: Full-time
Work Shift: US Business Hours

About Us

At OurAssistants, we connect logistics, property management, and service-based businesses with top-tier virtual professionals. We're committed to supporting our clients operations while creating a growth-focused, remote-friendly work environment for our team members. Learn more at ourassistants.com.

Job Summary

We are looking for a detail-oriented Administrative Support Specialist with strong experience in QuickBooks and GoHighLevel, ideally within the construction or service trades industry. This full-time remote role focuses on managing lead logistics, appointment scheduling, invoicing, and CRM updates. If youre experienced in supporting construction teams or contractors with backend operations and thrive in a structured, fast-moving environmentthis position is for you.

Key Responsibilities:

• Lead Logistics: Track inbound leads from multiple channels, enter/update CRM records, and ensure smooth pipeline movement.

• Booking Management: Coordinate technician or contractor schedules, manage calendars, confirm appointments, and reschedule as needed.

• Invoice Handling: Generate, send, and track invoices in QuickBooks, ensuring accuracy in billing and timely follow-ups.

• CRM Administration: Maintain and optimize workflows in GoHighLevelautomate communication sequences, tag leads, and build reports.

• Client Communication: Handle basic email and phone communications for booking confirmations, payment reminders, and lead follow-ups.

• File Organization: Digitally organize job-related documents such as contracts, receipts, estimates, and vendor records.

• Operational Support: Provide back-office assistance to project managers, estimators, or construction teams as needed.

Qualifications:

• 2+ years of administrative or operational experience, preferably in the construction, HVAC, electrical, plumbing, or related trades.

• Strong working knowledge of QuickBooks for invoicing, expenses, and account management.

• Hands-on experience with GoHighLevel CRM for automation, pipeline tracking, and communications.

• Familiarity with construction workflows, estimates, service appointments, and vendor coordination.

• Strong English communication skills (written and verbal).

• Proficient with tools like Google Workspace or Microsoft Office Suite.

• Ability to work independently and prioritize tasks effectively.

• Reliable internet and remote working setup.