Operations, Build & Marketing Admin

Employer based in · Remote

Hiring talent from: all countries

• Operations, Build & Marketing Admin (VA1)• Running the business day to day: admin, a lot of communication and follow-up with customers, vendors and adjusters, and the owner's calendar and priorities. • One-time tasks that come up as the business grows. • Build-out, design, and launch: we are new, so the system is being built now. • Marketing, heavily: both one-time setup and day-to-day upkeep. Most of it is admin: simple steps that are part of a marketing process, not creative marketing. • The build, roughly 90 days• First weeks: turn our system workbooks into simple step-by-step checklists (copying out, never editing the originals); build job-file templates and run a test job from first call to final invoice; connect the software (HouseCall Pro, CompanyCam, PandaDoc, Mitigate, Google Workspace); set up a password vault and an access list; organize Google Drive; complete the one-time marketing setup (Google Business Profile, about 20 directory listings with an identical business name, address and phone, review templates, social folders). • Training as you go: once we find the best way to do a task, it is written into a short 10–15 minute training doc, built into the system, and then run and audited as part of the day-to-day. The person doing the task helps write its training. • Then the live run: real jobs run on the system; whatever breaks is fixed and documented every week. • The rhythm: each Monday the week's deliverables are set; each Friday they are signed off, each with a link to the finished work. • After the build, the ongoing seat• Daily: intake and follow-up; reviews and messages answered (Google, Thumbtack, social), with the owner approving anything sensitive; the owner's calendar and appointments; a short weather and storm brief. • Weekly: a system-health line; cleanup of the task files; chasing open decisions; posts and photo harvest; directory accuracy; filing recordings and updating software manuals; updating checklists when a process changes. • Monthly and quarterly: compliance records (insurance, certifications, vehicles, renewals), the software and subscription review, Drive cleanup, backup checks, a directory audit, and reporting.  • Every day, every seat• Six check-ins with the owner a day, from 5 minutes to an hour each (25–35 minutes on average), and more often in the first weeks so we get aligned fast: his list, open decisions, and taking computer work off his plate. • Every instruction from the owner becomes tasks the same day and is read back to him for confirmation. • Business-hours tasks first (calls, bookings, vendors), then desk work. • An end-of-shift report: everything touched, where it was left, what is next, and questions. • Preferred Experience & Qualifications• Must have:• Clear written English, and natural, comfortable phone English with US customers, vendors, insurance adjusters and offices. • Google Sheets at a working level (lookups such as INDEX/MATCH, filters, data validation) and organized Google Drive habits. • Writing simple step-by-step procedures and short training docs that other people can follow. • Setting up business software from a written plan: a field-service CRM (HouseCall Pro, Jobber, ServiceTitan or similar), e-signature templates (PandaDoc, DocuSign), photo apps (CompanyCam). • Follow-through without being chased: logs every touch, sets a next date, closes items only with proof. • Can work the way section 5 describes, with stable internet and a backup. • Strong plus:• Sales, intake, or customer-service experience on the phone; comfortable converting an inquiry into a scheduled job. • Local SEO upkeep: Google Business Profile, directory listings with a consistent name, address and phone, review responses. • Admin experience in home services, contracting, property management, or insurance claims. • Password managers, access lists, and basic security habits. • Canva and basic handling of brand files. • Uses AI tools accurately. We welcome AI; accuracy is the standard • Nice to have:• QuickBooks; Google Forms and Sheets automations; Zapier or similar; any restoration or IICRC exposure • Preferred Traits & Personality• Reliability over polish. Understanding the work is not the same as showing up for it. Please check tenure and references for reliability, not just skills. • Speaking up early. The person who says I need more time before a deadline is the one we want. Going quiet is the deal-breaker. • Honesty about availability. Candidates confirm, in writing, that they can work the way section 5 describes. • Terms agreed up front. Pay and expectations are set before day one and held. Someone who expects to renegotiate the structure after onboarding is not a fit. • Comprehension. They can explain either how a process runs or why it exists, so they can adapt when a plan fails. • Long-term mindset. We ask every hire for a one to five year commitment. • RED FLAGS:• Unexplained gaps in availability, or hesitation to put commitments in writing. • Many short stints across clients with no role held two years or more. • Cannot describe a system they kept running for someone else for three months or more without being chased. • Confident answers about insurance coverage or prices. In our business the right answer is to escalate to the owner. • Interview day includes a short practical test: turning a voice note into tasks, a number that does not match across records, a customer asking about insurance and price, and a messy intake with missing details. We do not share the questions in advance; please do not prepare candidates for them. • Collaboration Hours• Monday to Friday • 9:00 AM EST to 6:00 PM EST • Task scheduled events. This is a 24/7 emergency company. • Compensation Range• $4-7/hr - open to all types of candidates • Communication Tools• Work Email • Slack • WhatsApp • Google Meet • Target Start Date• ASAP • Final Interview Schedule• To be coordinated by the Fulfillment & Admin Team NOTES: Kindly check this detailed task list in sourcing candidates: https://drive.google.com/file/d/1PClL0oZhETqTHnCpkTD7M2uSpseC_Op8/view?usp=sharing What to send us, and how interviews run For each candidate, please send: 1. Resume and DISC profile, as before. 2. Written confirmation that they can work the way section 5 describes, with an internet speed-test screenshot and their backup plan for internet and power. 3. A two-minute voice recording: a short introduction, then the customer script below read naturally. "Customer script for the voice recording Hi, this is [name] with Aided Water Damage Restoration. I'm following up on the water damage at your home. Our technician can be there tomorrow between 9 and 11 in the morning. Does that work for you? Great. I'll send you a text confirmation now, and you'll get a reminder the day before. If anything changes, just reply to that text." 4. Two references from roles held two years or more. Interviews: 45 minutes on Google Meet with the owner, inside Eastern business hours. Finalists may get a short paid test task with a deadline. Please send three to five screened candidates with their two earliest interview slots next week.