Here are the key tasks managed by Executive Assistants at Vitalis Outsourcing for plumbing companies.

Administrative Support:

• Scheduling Appointments: Managing the calendar for the company’s leadership, scheduling client appointments, and organizing meetings.
• Email and Communication: Responding to or filtering emails and phone calls. Keeping communications between management, employees, and clients organized.
  
• Document Management: Preparing, filing, and maintaining important documents such as contracts, invoices, and reports.
• Payroll Assistance: Assisting with payroll tasks, such as gathering timesheets and managing employee schedules.

2. Project Management:

• Tracking Projects: Ensuring technicians have the correct job information, tools, and customer requirements before they go to the field.
• Vendor Coordination: Monitoring the status of ongoing projects, ensuring that jobs are completed on time and within budget.
• Invoicing and Billing: Overseeing the invoicing process, ensuring bills are sent to clients, and payments are tracked and processed correctly.

3. Customer Service:

• Client Relations Handling customer inquiries, complaints, and ensuring customer satisfaction.
• Follow-up Communications: Following up on completed projects to gather feedback and ensure all issues have been resolved.

4. Financial Tasks:

• Expense Tracking Monitoring expenses and assisting with budgeting by tracking business costs.
• Accounts Payable/Receivable Handling incoming payments and ensuring outgoing payments to vendors and contractors are made on time.

5. HR Support:

• Employee Onboardings: Assisting in hiring processes, setting up interviews, and onboarding new employees.
• Maintaining Records: Keeping employee files up to date, tracking certifications, and managing schedules for training.

6. Marketing and Social Media:

• Promotional Activities: Assisting with the company’s marketing, including updating the website, managing social media profiles, and coordinating advertising campaigns.
• Community Outreach: Organizing company-sponsored events or charitable initiatives within the local community.