Secretary/Receptionist

Primary Responsibilities

Customer Service & Communication (Highest Priority)

• Answer all inbound phone calls professionally
• Respond to client texts and emails promptly
• Handle all initial client inquiries
• Monitor and manage active inbound communications daily

Scheduling & Calendar Management

• Schedule jobs, service requests, and approved work
• Coordinate schedules with crews, clients, and management
• Confirm appointments and handle rescheduling

CRM & Administrative Support (Jobber)

• Manage and update Jobber CRM
• Tag leads and clients by service type
• Track referral sources accurately
• Perform lead follow-ups (quotes, invoices, job follow-ups)
• Send invoice reminders and post-job communications

Operations & Office Support

• Log activity and KPIs into a master spreadsheet
• Assist with supply store payments in coordination with management
• Complete administrative tasks such as data entry and organization

Marketing & Outreach Support

• Assist with seasonal outreach and targeted marketing campaigns
• Send personalized thank-you messages or gifts for referrals

Daily Time Focus (Approximate)

• Inbound calls, texts, and emails: ~6 hours
• Scheduling and coordination: ~1 hour
• Lead follow-ups and CRM updates: ~1 hour
• Administrative and marketing support: remaining time

Work Location & Flexibility

• Remote to start (work from home)
• Must be local and able to transition to a fully in-office role mid-season
• Flexibility required to work both remote and in person as the business grows

Required Qualifications

• Previous receptionist, secretary, administrative assistant, or customer service experience
• Strong phone etiquette and communication skills
• Experience handling a high volume of calls
• Comfortable working independently in a remote setting
• Proficient with Google Workspace (Gmail, Docs, Sheets)
• Strong organizational and time management skills

Preferred Qualifications

• Experience with Jobber CRM or similar CRM software
• Experience in home services, landscaping, construction, or trades
• Bilingual (English/Spanish preferred)
• Experience with scheduling, invoicing, and lead follow-ups

Benefits

• Remote to start with transition to in-office opportunity
• Stable hours and clearly defined responsibilities
• Long-term role with growth potential
• Supportive team and well-established systems

Job Type: Full-time

Pay: $18.00 - $26.07 per hour

Work Location: Hybrid remote in Mount Prospect, IL 60056