What are the responsibilities and job description for the Administrative Assistant position at Alb Electric Llc?
POSITION OVERVIEW:
The Assistant is responsible for supporting operations, managing communication, organizing leads,
sending estimates and invoices, and keeping the workflow moving. The Assistant ensures nothing is
delayed and everything stays organized.
1. COMMUNICATION (FIRST POINT OF CONTACT)
- Answer all incoming calls, texts, emails, and DMs
- Respond within 15–30 minutes
- Be professional, clear, and friendly
- Capture all client information correctly
2. LEAD QUALIFICATION
- Collect and organize:
• Type of job
• Location
• Budget (very important)
• Timeline / urgency
• Name and contact info
• How they found us
3. SCHEDULING
- Schedule walkthroughs directly on PM calendar
- Confirm appointments with clients
- Send reminders when needed
4. ESTIMATES- Send estimates prepared by PM
- Ensure estimates are sent same day or within 24 hours
- Follow up on estimates:
• Day 2 follow-up
• Day 5 follow-up
• Day 10 final follow-up
5. JOB SETUP SUPPORT
- Order materials based on PM list
- Schedule delivery or pickup
- Prepare job folder:
• Scope of work
• Plans
• Contact information
• Notes
6. CRM & TRACKING
- Update CRM or spreadsheet daily
- Track:
• Leads
• Estimates
• Approved jobs
• Payments
7. INVOICING
- Send invoices immediately when PM confirms milestone
- Ensure no delay in invoicing
8. COLLECTIONS- Follow up on unpaid invoices every 2–3 days
- Keep record of payments
- Communicate professionally with clients regarding payments
9. MARKETING SUPPORT
- Post content (if assigned)
- Help push clients to call or DM
- Update Google or website if needed
PERFORMANCE (KPIs):
- Response time (under 30 minutes)
- Number of leads handled
- Estimates sent on time
- Follow-ups completed
- Payments collected
RULES & EXPECTATIONS:
- No missed calls or messages
- No delays in sending estimates or invoices
- Everything must be organized and tracked
- Strong communication at all times
FINAL NOTE:
This role is critical to keeping the business organized and running smoothly. The Assistant must be