Administrative Assistant

We're searching for a tech-forward, detail-obsessed, and process-driven Administrative Operations Lead to help us build the systems that keep the engine running smoothly.

This role will serve as the operational glue of the businesssupporting everything from inbound lead follow-up and SOP development to dashboard reporting, internal communications, and employee culture. You'll own the details, keep the wheels turning, and ensure nothing falls through the cracks.

Key Responsibilities

Lead Management & CRM Accuracy

Monitor and manage all inbound leads from platforms like ROOFR, GHL, and others

Ensure each lead is tagged correctly by source and tracked through outcome

Assign leads in a timely, equitable manner across sales/production

Perform regular audits of CRM for clean, consistent, complete data

Track lead quality by channel and provide recommendations to improve performance

Identify pipeline leaks and suggest workflow automations for improved conversion

Launch or maintain lead-nurture follow-up workflows for cold prospects

SOP Development & Operational Enablement

Develop and maintain scalable, user-friendly SOPs for all departments:

Hiring, onboarding, and training

Sales production handoffs

Material ordering, scheduling, project wrap-up

Job costing, invoicing, and payment tracking

Host quarterly SOP reviews to ensure workflows remain relevant

Capture undocumented tribal knowledge from the team and formalize it

Use Notion as the central hub for internal documentation and process clarity

Design visual workflow maps to simplify complex operational paths

KPI Reporting & Dashboards

Create and manage weekly and monthly reporting dashboards in Google Sheets

Report on core metrics such as:

Lead response speed and conversion

Margin performance and job profitability

Cash flow timing and job cycle delays

Surface performance bottlenecks and recommend data-driven solutions

Collaborate with leadership to refine KPIs as the company scales

Use Google Data Studio (or similar tools) for visual summaries when appropriateSystem Integrity & Back-End Organization

Maintain a clean, consistent structure across CRMs, Notion, and file storage

Reconcile invoices, job records, and payment applications

Identify and resolve duplications, orphaned records, or outdated workflows

Build and maintain a recurring audit schedule for operational systems

Standardize naming conventions, project folders, and internal documentation

Communication, Executive Support & Task Coordination

Coordinate internal and external action items through Slack, email, and SMS

Prioritize and delegate time-sensitive tasks for executive team (James, Lexis, and Jeffrey)

Help manage shared calendars, book flights, and coordinate logistics

Draft internal communications, client updates, and vendor correspondence as needed

Support hiring by scheduling interviews, tracking candidates, and assisting with onboarding

Maintain team task trackers (e.g., Notion, Asana, or ClickUp)

Culture, Onboarding & Admin Operations

Plan quarterly team events, culture outings, and offsite logistics

Own onboarding experiences from Day 1 setup to 30-day check-ins

Maintain key team milestones (birthdays, anniversaries, recognitions)

Coordinate employee engagement initiatives and feedback loops

Champion a culture of clarity, reliability, and proactive communication

Who You Are

You Are:

Exceptionally organized with a bias for clarity and documentation

Comfortable handling granular data and big-picture challenges

A thoughtful communicator who thrives in fast-moving, high-trust environments

Tech-literate and systems-savvyyou learn tools quickly and optimize them constantly

Driven by accountability, pride in precision, and a desire to create scalable excellence

You Have:

5+ years of experience in operations, project coordination, or executive admin

Familiarity with construction or service-based businesses (roofing = a plus)

Proficiency with CRMs (ROOFR, GHL, HubSpot, etc.), Google Suite, and Notion

A strong track record of improving processes, cleaning up systems, and supporting leadership

Solid understanding of job costing, financial tracking, and operational reporting

Excellent communication, follow-up, and cross-functional coordination skills

Bonus Points For:

Experience with workflow automation tools like Zapier, Make, or Slack bots

Previous executive assistant or chief-of-staff-style support experience

Background in documentation systems, team training, or onboarding design

Compensation & Perks

Competitive base salary (DOE)

Performance-based bonuses

Fully remote with flexibility built into your workflow

Hands-on mentorship from leadership and exposure to all aspects of the business

Career growth into higher-level operations, people leadership, or project management

An authentic, thoughtful team that cares about craftsmanshipi nside and out