Executive Assistant for a Facilities Services in the US (Home Based Full Time)
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AI Summary
Provide comprehensive administrative support to the Managing Director and manage daily operations for a facilities services company. This includes handling customer inquiries, scheduling engineers, managing invoices, and maintaining the CRM system.
• Manage incoming emails and respond to customer enquiries.
• Answer and make customer phone calls.
• Book surveys, installations, and service appointments.
• Prepare quotations using company templates.
• Raise invoices and assist with accounts administration.
• Follow up on outstanding quotations and payments.
• Update and maintain the CRM (HubSpot).
• Manage diaries and engineer schedules.
• Liaise with customers, suppliers, and manufacturers.
• Organise documents, spreadsheets, and business records.
• Provide administrative support to the Managing Director.
• Use AI tools, including ChatGPT, to improve productivity and streamline workflows.
• Identify and implement opportunities to improve systems and processes.
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