Remote – Part-Time to Full-Time Track Schedule: U.S. Time Zone | Approximately 20 Hours per Week Initially
The Office Assistant / Client Coordinator is a back-office and administrative position focused on CRM and pipeline management, proactive outbound follow-up on stalled estimates, subcontractor and job-scheduling coordination, and digital documentation.
This role does not include answering inbound calls, responding to inbound email inquiries, qualifying leads by service area before booking, or booking initial consultations. Those responsibilities remain with the client's in-house team.
This position is also separate from the organization's Accounting Assistant role, meaning financial and bookkeeping responsibilities are not included within this scope.
The position begins as a part-time engagement of approximately 20 hours per week, with a clear opportunity to transition toward full-time as additional responsibilities are identified and transferred to the role.
Update weekly Google Sheets, including:
Maintain and organize the Photos folder in Google Drive.
Ensure administrative records remain organized and current.
Maintain and update the CRM as leads move through each pipeline stage:
Keep customer records, notes, and communication histories current and accurate.
Manage and monitor automated messaging sequences, including:
Regularly review Pipedrive for new email inquiries.
Ensure leads are properly categorized and moved through the appropriate stages.
Complete approximately 20 outbound follow-up calls per week to prospects who have not accepted an estimate.
Proactively reconnect with prospects who have gone quiet after receiving an estimate.
Maintain a friendly, professional, and non-pushy communication style.
Follow up persistently when appropriate rather than allowing potential opportunities to remain untouched.
Clearly document the outcome of each interaction, including:
Maintain a consistent outreach cadence so leads do not remain inactive for extended periods.
Track reasons prospects choose not to move forward.
Use collected feedback to contribute to a scorecard designed to improve the initial consultation process.
Schedule subcontractor site visits and pricing meetings.
Coordinate with the sales team to schedule subcontractor bid meetings.
Coordinate routine job-site logistics, including:
Communicate scheduling updates and project milestones to homeowners throughout the project lifecycle.
Create weekly "Week in Review" messages for clients using BuilderTrend AI and Daily Logs.
Follow up on order ETAs.
Communicate delays or relevant updates to the production team.
Compile a digital binder for each project by organizing relevant job information into a centralized Google Drive folder.
The following responsibilities may be incorporated into the position as the role develops and the client's needs expand:
Create customer folders within Google Drive once a project is retained.
Assist with building a simple project-estimating tool for the organization's website.
Create a homeowner-facing "You Are Here" guide that clearly communicates:
These responsibilities will be confirmed as the scope of the position evolves.
Comfortable making outbound calls confidently and persistently.
Willing to follow up with a prospect multiple times when appropriate.
Warm, grateful, honest, and professional communication style.
Strong organizational and time-management skills.
Comfortable maintaining a CRM and multiple tracking spreadsheets simultaneously.
Experience using a CRM platform such as Pipedrive or similar is strongly preferred.
Bilingual English/Spanish is a strong plus, particularly because the position may regularly coordinate with Spanish-speaking subcontractors.
Self-directed and capable of taking ownership of recurring responsibilities without repeated reminders.
Comfortable using AI tools such as ChatGPT or Claude to:
Strong attention to detail.
Ability to maintain accuracy and consistency across repetitive weekly responsibilities.
A typical workday may include:
A typical workweek may include:
Note: Outbound follow-up volume is targeted at approximately 20 calls per week. Hours and responsibilities may be adjusted collaboratively as the position develops, with the opportunity to expand toward full-time.
The Office Assistant / Client Coordinator will report to a designated point of contact on the client's team.
Performance will primarily be evaluated based on:
Performance will be measured based on:
The Office Assistant / Client Coordinator should be comfortable working with:
Learn the CRM pipeline stages.
Become familiar with existing automated messaging sequences.
Learn the weekly spreadsheet system, including:
Learn the digital binder process.
Understand the photo-folder organization system.
Become familiar with the client's communication standards and follow-up approach.
Our client is a residential remodeling company specializing in full-scale home renovations, including:
Projects typically run between six and twelve weeks from contract signing through completion and involve a dedicated sales team, project managers, an in-house design team, and a cost estimator.
The organization maintains a lean, high-trust internal team and is expanding its operational capacity by adding a virtual professional who can keep CRM data, lead follow-up, scheduling coordination, and digital documentation running smoothly behind the scenes.
This position is designed for a proactive, organized, and communication-oriented professional who can take ownership of recurring administrative and client-coordination responsibilities.
Success in this role means:
The role is expected to begin at approximately 20 hours per week, with the potential to grow into a full-time position as additional responsibilities are identified and transferred.
remote
part-time
Admin VA
August 24, 2026
Apply now and take the next step in your career journey.