How Can an Executive Assistant Help Run My Roofing Business More Efficiently?
These are the main tasks handled by Executive Assistants at Vitalis Outsourcing for Roofing Companies.
1. Administrative Tasks:
Scheduling Appointments: Manage appointments for roof inspections, consultations, and project timelines.
Calendar Management: Organize daily, weekly, and monthly calendars for roofing teams and managers.
Email Management: Monitor and respond to general inquiries or forward important emails to the appropriate team members.
Data Entry: Update customer details, project information, invoices, and other relevant documents into the company’s CRM or project management software.
Invoice Preparation and Processing: Create and send invoices to clients, and follow up on outstanding payments.
Document Management: Organize and store contracts, project permits, warranties, and other essential documents.
Order Supplies: Assist in coordinating orders with suppliers for roofing materials, tools, and equipment.
Prepare Proposals and Quotes: Assist in drafting and sending estimates or proposals to potential clients.
2. Customer Service:
Answering Phone Calls: Handle customer inquiries and direct calls to appropriate departments.
Responding to Inquiries: Provide potential clients with information on roofing services, pricing, and scheduling.
Follow-up Calls and Emails: Reach out to clients post-service for feedback or to remind them of pending appointments.
Handling Complaints: Assist in managing customer complaints or concerns, escalating them when necessary.
Client Onboarding: Send new clients welcome packets, contracts, and service details.
3. Lead Generation & Sales Support:
Cold Calling or Email Outreach: Initiate contact with potential clients to generate leads for roofing services.
Lead Qualification: Screen and qualify leads based on roofing project requirements or potential revenue.
Appointment Setting: Book consultations or roof inspections with potential leads or existing customers.CRM Management: Keep the customer relationship management system updated with new leads, follow-ups, and status updates.
4. Marketing Support:
Social Media Management: Create, schedule, and post content on platforms like Facebook, Instagram, and LinkedIn.
Online Reviews Management: Monitor and respond to customer reviews on Google My Business, Yelp, and other review platforms.
Email Marketing: Design and send newsletters, promotional offers, and service reminders to clients.
Content Creation: Assist with writing blogs, website content, or creating visual content for social media and marketing materials.
SEO Research and Implementation: Help optimize website content for search engines to increase visibility.
Google Ads/Facebook Ads Management: Assist in setting up and managing paid online advertising campaigns.
Website Updates: Help update the company website with new services, completed projects, or client testimonials.
5. Project Management Support:
Project Tracking: Monitor the progress of ongoing roofing projects, ensuring they stay on schedule.
Job Coordination: Assist with coordinating teams and resources for various roofing projects.
Communicating with Contractors/Subcontractors: Manage communication between contractors, vendors, and roofing teams.
Reporting: Compile weekly or monthly progress reports for ongoing projects or completed work.
6. Finance & Accounting Support:
Bookkeeping: Track expenses, payments, and income in accounting software such as QuickBooks.
Processing Payroll: Assist in preparing and processing payroll for the roofing team.
Expense Tracking: Maintain records of material costs, labor expenses, and other operational costs.
Accounts Receivable/Payable: Track and follow up on payments due from clients or process vendor payments.
7. HR & Recruitment Support:
Recruitment Assistance: Post job listings for roofers or office staff and screen applications.
Onboarding New Employees: Assist in onboarding new employees, sending required documents, and setting up payroll.
Employee Scheduling: Help manage work schedules and track employee hours for roofing jobs.
Compliance Management: Ensure that certifications, licenses, and insurance policies for roofers are up to date.
8. Customer Feedback and Satisfaction Surveys:
Post-Job Surveys: Send surveys to clients after completing roofing projects to gather feedback and gauge customer satisfaction.
Testimonial Collection: Request testimonials or reviews from satisfied customers for use in marketing materials or on the website.
9. Research and Reporting:
Competitor Research: Analyze competitors’ services, pricing, and marketing strategies to provide insights.
Industry Trends: Monitor trends in roofing technology, materials, and regulations that can impact the business.
Reporting on Marketing and Sales Performance: Provide regular updates on how marketing campaigns, lead generation, or sales efforts are performing.