Office Assistant / Lead Coordinator Edit listing

Office Assistant / Lead Coordinator

**Imperial Custom Painting Company**

**Part-Time / Training Position**

Imperial Custom Painting Company is looking for a part-time office assistant / lead coordinator to help with basic office duties, phone calls, lead tracking, CRM updates, PaintScout organization, subcontractor paperwork, and invoice tracking.

This position will start with a light workload and training-based responsibilities. The starting pay will be a base rate during the training period because the workload and responsibilities will be limited at first. As the person learns the systems, becomes more independent, and takes on more responsibility, there may be room for the position and pay to grow.

**Job Responsibilities**

The main duties will include:

Answering phone calls professionally and taking down accurate information.

Contacting new leads and following an initial call script.

Calling customers, following up with leads, and helping keep communication organized.

Updating the CRM with correct customer information, lead status, notes, follow-up details, and job updates.

Making sure lead information is accurate inside the CRM and PaintScout.

Tracking where each lead came from, such as TASL, Facebook, referrals, website, or other lead sources.

Making sure lead source information is properly updated in PaintScout.

Keeping leads organized and making sure they are corrected, calculated, and tracked properly.

Helping track how many leads turn into estimates.

Helping track how many estimates turn into booked jobs.

Helping calculate cost per lead, cost per estimate, booked-job conversion, and basic ROI by lead source.

Tracking how many leads came from TASL, Facebook, and other sources.

Sending work scopes to subcontractors when needed.

Reading through project scopes to help answer basic client questions when possible.

Forwarding detailed project questions to the owner or project manager when needed.

Assisting with subcontractor invoicing after jobs are completed.

Reviewing subcontractor job invoices, organizing totals, calculating amounts, and reporting the final subcontractor payout amount to the owner.

PaintScout Responsibilities

This position does not require creating estimates in PaintScout.

The person will need to learn how to log into PaintScout, review job information, send work scopes to subcontractors, check lead sources, and make sure lead information is entered correctly.

If a client has a basic question about the scope, the office assistant may help read through the scope and answer simple questions. Any detailed project questions, pricing questions, change orders, or production questions should be sent to the owner or project manager.

**Lead Tracking & Reporting**

This person will help track lead performance and marketing numbers.

This includes:

Cost per lead.

Where each lead came from.

How many leads came from TASL.

How many leads came from Facebook.

How many leads came from referrals, website, or other sources.

How many leads became estimates.

How many estimates became booked jobs.

How much was spent on leads.

Basic ROI from each lead source.

The goal is to help the company understand which lead sources are working and which ones are not.

**Schedule & Pay**

**This is a part-time position with a light workload to start.**

**The schedule will be approximately 4 hours total per day when work is needed:**

**2 hours in the morning**

**2 hours in the evening**

This position will most likely be between 16 to 24 hours per week and will depend on lead volume, workload, follow-ups, and office tasks that need to be completed.

**This is not an hourly position. This position will be paid at a base rate of $400 per week during the starting/training period.**

Some days may not require much work, or any work, if all tasks are completed, there are no new leads, or there is nothing urgent that needs to be handled. However, the person must still be available to check in and make sure leads, calls, follow-ups, and CRM updates are handled properly.

**Leads may come in on Saturdays, so Saturday availability may be needed. There is no required work on Sundays unless the person chooses to check in or help by choice.**

**Good communication is required. The person hired must be able to stay in communication with the owner and respond to calls, messages, or important updates within 2 hours.**

As the role grows, responsibilities may increase, and pay can be reviewed based on performance, reliability, communication, and workload.

Training Requirements

Training will be required once a week to review systems, phone scripts, CRM updates, PaintScout organization, lead tracking, invoicing, and company procedures.

Training may also include Zoom calls with company coaches to help improve phone skills, lead handling, follow-up, organization, and overall office procedures.

Role-playing will be required at least twice a week during training. This will include practicing phone calls, reading the initial lead script, handling basic client questions, asking the right questions, and learning how to properly update customer information.

The goal of training, coaching calls, and role-playing is to make sure the office assistant becomes comfortable, confident, and accurate before taking on more responsibility.

**Skills Needed**

Must be organized and reliable.

Must be comfortable talking on the phone.

Must be able to follow scripts and instructions.

Must be able to enter information accurately.

Must be comfortable using basic computer programs.

Must be willing to learn CRM systems and PaintScout.

Must be able to do basic math for invoices, totals, and lead tracking.

Must be able to communicate clearly with clients, subcontractors, and management.

Must be able to respond to calls, messages, and important updates within 2 hours.

Painting or construction experience is helpful, but not required.

**Ideal Candidate**

The right person is dependable, organized, good with communication, and willing to learn.

We need someone who can help keep leads, customer information, job scopes, subcontractor paperwork, and invoices organized so the company can run smoother.

This position is best for someone who wants flexible part-time office work, is willing to train, communicates well, and wants the opportunity to grow with the company over time.

**How to Apply**

**To apply, please send:**

**A cover letter.**

**A resume.**

**A short message explaining why you believe you would be a good fit for this position.**

Please include your name, phone number, work experience, and any experience you have with office work, phone calls, CRM systems, invoicing, lead tracking, or customer service.

Pay: $400.00 per week

Benefits:

* Flexible schedule
* Professional development assistance

Application Question(s):

* has a cell phone
* Has a computer or Laptop
* Available for phone calls between 800am to 1200pm and 400pm to 600pm Pacific time

Shift availability:

* Day Shift (Required)

Work Location: Remote