The Executive Assistant will manage client inquiries, assist with job setups and tracking, coordinate invoicing, and maintain organized documentation, primarily within a remote environment.
This is a remote position.
Looking to take your career to the next level? Then this role is for you!
Join Outsourcey and be part of our mission to revolutionize global talent expansion! We connect businesses with dedicated full-time teams in the Philippines, offering cost-efficient solutions without compromising quality. Join us and help elevate businesses with complete control and comprehensive support, let's shape the future of work together!
Profile Requirements:
∙ Email and folder organization (Gmail, Outlook, or similar)
∙ Google Drive, Google Docs, Google Sheets
∙ Basic math and attention to detail
∙ Ability to follow documented processes (SOPs)
∙ Clear written communication
∙ Reliable and deadline-focused
∙ Comfortable learning new systems
Nice to Have:
∙ Experience with construction or contracting
∙ Familiarity with project management
∙ Experience with CRM systems
∙ Xero accounting software knowledge
Core responsibilities:
- 1. Lead Management
∙ Monitor client inquiry emails daily
∙ Log all inquiries into our system with client details and project scope
∙ Organize inquiries by date and type
∙ Flag stale leads to Wyatt after 2 days with no response
∙ Track inquiries through to quote stage
2. Quoting Support
∙ Gather detailed job information from client emails and photos
∙ Create information checklists to identify missing details
∙ Flag incomplete information to Wyatt before quotes go to estimator
∙ Organize quotes in our Google Drive system
∙ Track which quotes have been sent and which are pending client response
3. Job Setup
∙ Create organized job file folders for every approved job
∙ Fill out job briefs with scope, budget, timeline, crew, and equipment details
∙ Send job briefs to Dane for confirmation via Google Form
∙ Share job files with relevant team members
∙ Ensure all documentation is organized and accessible
4. Job Tracking
∙ Monitor active jobs for any changes or variations
∙ Log variation requests with dates and descriptions
∙ Collect signed completion documents from site
∙ Update job files with progress and changes
∙ Communicate between Wyatt and Dane on job updates
5. Invoicing and Close-Out
∙ Generate invoices once jobs are complete
∙ Compile invoices with supporting documentation
∙ Send invoices to clients and copy Wyatt
∙ Track payment status in Xero
∙ Archive completed job files
∙ Follow up on outstanding payments
Benefits: 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.
Please attach your CV and we will be in touch for a confidential chat. Let's do great things together!
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