Administrative Assistant – Business Development Support

Position Overview

John The Greek Painting is seeking a highly organized Administrative Assistant with a strong focus on business development support. This role is responsible for managing incoming calls, organizing client data, preparing proposals, tracking opportunities, and supporting the sales team to ensure estimates and projects move smoothly from inquiry to contract.

The position requires excellent organizational skills, attention to detail, and comfort working in a fast paced environment where communication and multitasking are essential.

Key Responsibilities

Client Communication

• Answer incoming calls and collect accurate client information
• Route calls and messages to the appropriate team member
• Follow up with clients regarding estimates and proposals

Business Development Support

• Maintain the company Opportunity List and Bid Tracker
• Enter every estimate appointment into the Bid Tracker with its proposal and job costing
• Research and add new leads, vendors, property managers, and contractors
• Assist with client communications and follow ups on pending proposals

Proposal & Estimate Preparation

• Prepare proposals and job costing templates for estimate appointments
• Ensure all appointment information is organized and ready for the sales team
• Track estimate status and update systems accordingly

Job Setup & File Management
Once a customer accepts a proposal:

• Create the job in QuickBooks
• Create the digital project folder in Google Drive
• Create a physical project file with the signed proposal and relevant documents
• Create or attach the CompanyCam project profile
• Open the job in the company Inventory and GPS systems

Data Entry & System Management

• Enter all estimates sent into QuickBooks daily
• Maintain organized data in Google Sheets and Google Drive
• Ensure records are accurate across all systems
• Update Bid Tracker and Opportunity List regularly

Administrative Support

• Schedule estimate appointments in Google Calendar
• Maintain organized digital and physical files
• Assist management with administrative coordination
• Support marketing communications such as client e blasts or portfolio updates when needed

Systems Used

Candidates should be comfortable working with or learning:

• Google Workspace (Drive, Sheets, Gmail, Calendar)
• QuickBooks
• CompanyCam
• Square
• Basic office systems and data entry tools

Qualifications

• Strong organization and attention to detail
• Comfortable answering phones and communicating with clients
• Ability to manage multiple tasks in a fast paced environment
• Proficiency with Google Workspace and basic business software
• QuickBooks experience preferred but not required
• Data entry accuracy and strong administrative skills
• SPANISH HIGHLY PREFERRED

About the Company

John The Greek Painting is a well established painting contractor serving South Florida with both residential and commercial projects. The company operates with a structured team that includes management, project managers, warehouse support, and administrative staff working together to maintain high quality service and organization across all projects.

Pay: From $20.00 per hour

Benefits:

• Dental insurance
• Paid time off
• Vision insurance

Work Location: In person