Administrative Assistant

EXOVATIONS , is GROWING again and is NOW HIRING a part-time ADMINISTRATIVE ASSISANT !

WHAT DO WE DO? Design, Sell, and Install Siding, Windows/Doors, Roofing and Decks

HOW DO WE SUCCEED? Find, Hire, Develop and Retain great people

HOW DO WE BEHAVE? Unselfish/Integrity, Grit/Competitive, Love to Laugh

WHY DO WE EXIST? Building Opportunities for a Better Life

The Administrative Assistant helps deliver the EXOVATIONS promise of a stress-free remodeling experience through responsive customer service, accurate administrative support, and a welcoming office environment. This position manages incoming inquiries, coordinates appointments, maintains customer records, tracks warranty communications, and supports daily sales and marketing activities.

• Every customer inquiry is answered promptly and routed to the right person with a clear next step
• Appointments are scheduled, confirmed, and kept current with no missed or double bookings
• CRM records are accurate, complete, and up to date
• Warranty and service requests are tracked from first contact to documented resolution
• Sales literature, marketing events, and review requests are organized, stocked, and on schedule
• Office, presentation rooms, and guest spaces are clean, stocked, and client-ready always

• Welcome customers, guests, and employees; answer calls and direct inquiries to the appropriate team member.
• Monitor phone, voicemail, email, website chat, Podium, and other communication channels; respond professionally and follow up on pending leads and requests.
• Enter leads, confirm customer needs, and coordinate sales appointments, confirmations, reminders, rescheduling, and cancellations.
• Maintain accurate CRM records, communication history, lead statuses, and follow-up activity; address missing information and duplicates.
• Route customer requests to the appropriate team member and track progress through completion.
• Document warranty and service concerns, coordinate appointments, communicate updates, and confirm final resolution with the responsible team.
• Support marketing projects, events, customer outreach, and sales initiatives; send Google review invitations and track follow-up.
• Keep sales literature, presentation materials, promotional items, and event supplies current, organized, and stocked.
• Keep the lobby, presentation rooms, kitchen areas, and guest restrooms welcoming and ready for use; coordinate cleaning, supplies, and maintenance needs.
• Prepare rooms for appointments and meetings and perform other related administrative duties as assigned.

• High school diploma or GED required; administrative support, customer service, or scheduling experience preferred.
• Strong written and verbal communication skills, a professional phone manner, and a commitment to exceptional customer service.
• Excellent organization, attention to detail, sound judgment, confidentiality, and consistent follow-through.
• Ability to prioritize competing requests and work courteously with customers, vendors, and team members in a fast-paced environment.
• Proficiency with Microsoft Office 365 and accounting software; comfort using CRM systems, calendars, email, and customer messaging platforms.
• Dependability, a strong work ethic, high standards, a collaborative attitude, and willingness to learn new technology.

• This part-time position works on-site in an office setting.
• The scheduled hours are typically Monday-Thursday 9:00 am - 3:00 pm, and Friday 9:00 am - 1:00 pm.
• Duties include extended periods of sitting or standing, use of computers, telephones, and other office equipment, movement throughout the office, and lifting supplies or materials up to 25 pounds.
• This role requires clear written and verbal communication and the ability to manage interruptions and multiple priorities.