WHAT WE ARE LOOKING FOR
- Detailed oriented, problem solver - you always get things done
- Administrative and office management experience
- Excellent written and verbal communication — you represent the brand in every interaction
- Comfortable with Google Workspace, and scheduling tools
- Highly Organized and self-directed — you manage your own time without being micromanaged
- Professional phone presence — warm, confident, and clear
- Reliable, accurate and consistent — you show up, follow through, and communicate proactively
- Experience in trades, construction, home services or real estate
- Comfortable working remotely with periodic in-person & in-field coordination
- Soft sale skills
CORE RESPONSIBILITIES
Your focus in this role is the four things that most directly impact revenue and client satisfaction:
1. Client communication
- Answer incoming calls and texts during your scheduled hours — within 2 hours maximum
- Respond to email inquiries and route urgent matters to owner immediately
- Send appointment confirmations and job start notifications to clients
- Request Google reviews within 48 hours of every completed job via text
- Log all client interactions in the CRM
2. Estimates and invoices
- Prepare written estimates from Owner's notes within 24 hours of each site visit
- Send follow-up texts or emails on open estimates at 48 hours and 7 days
- Generate and send invoices on job completion with correct line items
- Follow up on unpaid invoices at 7, 14, and 30 days
3. Scheduling
- Maintain the master job calendar in coordination with Owner
- Schedule subcontractors for upcoming jobs and confirm day before
- Send reminders to clients 24 hours before job start
- Flag scheduling conflicts immediately — never double-book
4. Basic bookkeeping
- Manage Pipeline in CRM
- Track subcontractor payments and flag when 1099 threshold is approaching
- Prepare a simple weekly Pipeline Summary for Owner
- Collect and file subcontractor certificates of insurance
ADDITIONAL DUTIES AS HOURS ALLOW
- Ensure project photos -before and after content - are taken & attached to client's file in CRM
- Order materials and supplies as directed
- Maintain digital job files — contracts, photos, change orders, completion documents
- Assist with quarterly client reactivation outreach campaigns
- Coordinate yard sign deployment and retrieval
Company Description
Got A Guy is a Nashville-based residential restoration and improvement company that was founded in 2017. Our customers value craftsmanship, quality, and accountability. We handle everything from small tasks on a To Do List to an interior refresh involving detailed finished carpentry, tile, painting and wallpaper.
We are a growing, lean operation and we are looking for a sharp, organized part-time coordinator to help us run more efficiently as we scale. This role is designed as a stepping stone, not a permanent part-time position.