Administrative Assistant

Overview

We're looking for a long-term, friendly, detail-oriented Customer Service & Administrative Assistant to serve as the frontline ambassador for our growing hydroseeding and landscaping company. In this role, you'll deliver exceptional customer service, manage day-to-day administrative tasks, and keep our operations running smoothly. This is a remote position ideal for candidates within a few hours of Waynesville, NC.

What You’ll Do

Customer Service (Primary Focus)

• Provide prompt, friendly, and professional service via phone, text, email, website chat, and occasional in-person interactions
• Answer customer questions about services, timelines, watering instructions, and post-application care
• Help schedule jobs, follow up on estimates, and coordinate with field crews
• Utilize Jobber for all customer-related activities including but not limited to: appointments, billing, messaging, job completion notes, and client records, etc.
• Handle basic invoicing, payment follow-up, and customer billing questions
• Respond to online reviews and inquiries across Google, Facebook, and other platforms
• Monitor website chat and respond promptly to incoming messages
• Build strong relationships with clients, vendors, contractors, and community partners

Administrative Support

• Maintain organized filing systems for contracts, insurance certificates, payroll records, and compliance documents
• Coordinate required documentation: COIs (Certificates of Insurance), additional insured endorsements, lien waivers, and subcontract paperwork
• Track and manage deadlines for contracts, renewals, and submissions
• Assist with data entry, record-keeping, and general office administration
• Support the owner with calendar management, appointment scheduling, and task coordination
• Help prepare quotes, proposals, and follow-up communications

Marketing Support (as time allows)

• Help capture and organize before-and-after job site photos for marketing use
• Assist with maintaining our social media presence and posting schedule
• Support basic promotional content using Canva or similar tools

What We're Looking For

✅ Strong communication skills — very friendly, professional, and responsive

✅ Customer service mindset — you genuinely enjoy helping people and solving problems

✅ Detail-oriented and organized — comfortable managing multiple tasks and deadlines without dropping the ball

✅ Self-starter — able to work independently in a remote environment with minimal supervision

✅ Tech-savvy — comfortable learning new software (AI platforms, CRM, Google Workspace, etc.)

• ✅ Reliable internet connection and home office setup