[Hiring] Administrative Assistant @VirtuHire

Role Description

Our client is a well-established roofing contractor based in Colorado, USA, serving customers across the Colorado Front Range. They are looking for a highly organised, proactive and detail-oriented Administrative Assistant to support the growing operation.

This is a phone-heavy and customer-facing position, with significant inbound and outbound communication. Native-level or near-native spoken English is essential.

Key Responsibilities

• Customer & Office Administration
  • Answer and return company phone calls.
  • Monitor and respond to company emails.
  • Communicate professionally with homeowners, vendors, subcontractors, insurance companies, inspectors and municipalities.
  • Maintain accurate customer and project records.
  • Manage tasks and projects within the CRM system.
  • Keep project notes, statuses, documents and follow-up tasks up to date.
  • Identify projects or tasks that appear stalled and take appropriate action.
• Lead Follow-Up
  • Contact new leads promptly.
  • Follow up with leads who have not scheduled appointments.
  • Assist with inspection and appointment scheduling.
  • Document all lead communication and follow-up activity.
  • Ensure potential opportunities do not fall through the cracks.
• Permits & Inspections
  • Apply for roofing and construction permits with cities and counties throughout Colorado.
  • Research municipality-specific permitting requirements.
  • Track permit applications through approval.
  • Record permit costs and upload permits to customer files.
  • Identify projects requiring mid-roof or specialist inspections.
  • Schedule required inspections.
  • Coordinate ladder sets where required.
  • Communicate inspection dates and requirements to homeowners.
  • Track inspections through final approval.
• Insurance Supplements
  • Assist with submitting insurance supplements.
  • Maintain the Supplements in Progress tracker.
  • Track original insurance pricing, supplement status, approvals and increases.
  • Save supplement documentation to customer files.
  • Communicate supplement submissions and approvals to homeowners.
  • Follow supplements through to completion.
  • Ensure approved supplemental amounts are reflected correctly in final billing.
• Invoicing & Accounts Receivable
  • Prepare down-payment invoices.
  • Review signed quotes and insurance estimates when preparing invoices.
  • Understand basic insurance terminology such as RCV and supplemental payments.
  • Prepare final invoices and incorporate applicable change orders.
  • Update invoices when insurance supplements are approved.
  • Monitor accounts receivable.
  • Contact customers regarding unpaid balances.
  • Document collection communication and follow up until outstanding balances are resolved.
• Project Completion & Warranties
  • Prepare Certificates of Completion.
  • Send completion documentation to customers and insurance carriers where required.
  • Complete the company's 5-Year Hail & Wind Warranty process.
  • Identify applicable manufacturer warranties from signed contracts.
  • Register manufacturer warranties with relevant manufacturers.
  • Maintain accurate warranty documentation.
  • Notify homeowners once warranty registration has been completed.
• CRM & File Management
  • Maintain complete and organised customer files.
  • Ensure CRM and Google Drive information remains consistent.
  • Upload permits, supplements, warranties, certificates, invoices and other project documentation.
  • Maintain consistent file naming and folder structures.
  • Identify and clean up duplicate, outdated or incorrectly stored documents.
  • Continually improve the organisation of digital files and records.
• Process Improvement & Automation
  • Helping maintain and improve CRM workflows.
  • Reviewing task templates, project stages, forms and automations.
  • Identifying repetitive administrative tasks that could be automated.
  • Identifying process gaps that could lead to errors.
  • Creating and maintaining SOPs and checklists.
  • Assisting management with improving processes between sales, production, administration and accounting.
• Compliance & Administration
  • Maintain subcontractor documentation and compliance packets.
  • Track W-9s, Certificates of Insurance, subcontractor agreements and other required paperwork.
  • Follow up on expired or missing documentation.
  • Maintain HR and company documentation.
  • Track contractor licences and registrations.
  • Ensure licence and registration renewals are completed before expiry.
  • Maintain insurance certificates and compliance documentation.
  • Maintain accurate vendor, municipality, inspector and manufacturer contact information.
• Google & Marketing Support
  • Maintaining Google Business Profiles.
  • Uploading project photographs and before-and-after content.
  • Organising project photographs and marketing assets.
  • Creating before-and-after project videos using provided templates.
  • Organising marketing and social media assets.

Qualifications

• Previous experience in an administrative, operations, customer service, coordination or similar role.
• Excellent spoken and written English.
• Strong telephone and customer communication skills.
• Confidence making outbound calls.
• Strong computer literacy.
• Excellent organisational and time-management skills.
• Exceptional attention to detail.
• The ability to work independently and take ownership.
• The ability to manage multiple tasks, projects and deadlines.
• Strong problem-solving skills.
• The ability to identify inefficiencies and suggest improvements.
• Experience working with CRM systems is advantageous.
• Strong Google Workspace/Google Drive skills.
• The ability and willingness to work US Mountain Time hours.

Advantageous Experience

• Experience in any of the following would be beneficial:
  • Roofing or construction administration.
  • Insurance administration or claims.
  • Permitting.
  • Accounts receivable or collections.
  • CRM administration.
  • Project coordination.
  • Compliance administration.
  • Process improvement.
  • SOP development.
  • Experience working with US-based companies.
  • Experience working US hours.

Working Hours

The position supports a US-based business and requires the candidate to work Mountain Time. South African working hours: approximately 16:00–01:00 SAST.

Candidate Profile

• Takes initiative rather than waiting to be instructed.
• Is highly organised and detail-oriented.
• Is confident speaking to customers and making outbound calls.
• Can manage difficult conversations professionally.
• Follows tasks through to completion.
• Notices when something is falling through the cracks.
• Can work independently with minimal supervision.
• Enjoys improving processes and finding efficiencies.
• Is comfortable learning new systems and technology.
• Takes ownership and accountability for their work.

Key Consideration

This is not a quiet back-office administrative position. The role involves frequent phone communication, outbound lead follow-up, customer collections, permitting, insurance administration and ongoing coordination. The successful candidate should be confident, proactive, highly organised and comfortable taking ownership of a broad range of responsibilities.