Administrative Assistant- Fully Remote

Employer: SOS – Schmidt Organization Systems

Position: Administrative Assistant
Salary: $20 – $22 per hour
Job Type: Part-time 
Work location: Remote (Work from Home)

FULL JOB DESCRIPTION

Schmidt Organization Systems seeks highly organized Administrative Assistants supporting home organizing business operations. This essential remote role manages client relationships, team scheduling plus CRM systems ensuring seamless project coordination across fast-paced service delivery.

Your Responsibilities include:

Tools: Dubsado, Google Drive, Apple Shared Notes

• Schedule consultations and ensure consultation invoices are paid

• Collect and update client information

• Maintain accurate and up-to-date client records in Dubsado

• Upload and organize project prep forms

• Maintain detailed shared client notes

• Ensure Google Drive folders are complete and organized

• Keep CRM dates accurate (consults, installs, refreshes)

Proposals & Booking

• Draft proposals using templates

• Send proposals after approval

• Track follow-ups and booking status

• Answer basic client questions

• Document project scope and key details

Scheduling & Team Coordination

• Tools: When I Work

• Create and manage job sites (client name + address)

• Schedule jobs and assign team members

• Update schedules based on changes

• Manage team availability/unavailability

• Coordinate last-minute scheduling needs

• Ensure team has accurate project details

Daily Team Support

• Tools: Voxer, When I Work, Gusto

• Serve as the first line of response for team communication via Voxer

• Answer team questions related to:

• Scheduling

• Client details

• Time tracking

• General processes

• Escalate complex issues to leadership when needed

Client Communication

• Respond to client inquiries

• Follow up with leads via text or email

• Coordinate scheduling changes

• Request testimonials

• Schedule refresh sessions

Marketing Support (Execution)

• Upload portfolio photos to the website

• Add new project images

• Link press features/articles

• Update website content as directed

Administrative Support

• Create and track gift cards

• Handle donation requests

• Maintain and organize Google Drive folders

• Prepare project wrap-up communications

Ideal Candidate

• Extremely organized and detail-oriented

• Strong communicator (written and verbal)

• Comfortable managing multiple tasks at once

• Tech-savvy and quick to learn new systems

• Responsive and proactive

• Able to handle fast-paced, same-day requests and shifting priorities

• Able to respond to time-sensitive needs such as scheduling changes, proposals, and team updates

Helpful (not required):

• Experience with CRM systems (Dubsado preferred)

• Familiarity with Google Drive and Apple Shared Notes

• Experience with scheduling tools or team coordination platforms

• Communication & Expectations

• This role requires availability for quick turnaround tasks and same-day support when needed (e.g., schedule changes, proposal delivery, team coordination)

• Strong responsiveness during working hours is essential

• Primary communication will be through email and Voxer

• Central Time Zone availability is strongly preferred to align with the team’s working hours

Work Schedule

Part-time remote hours 

You Will Have

• Exceptional organizational skills plus tech proficiency across Dubsado, Google Drive, When I Work.

• Strong written/verbal communication handling client inquiries plus team coordination effectively.

• Proven multitasking capability managing fast-paced priorities plus same-day scheduling changes.

• Central Time Zone availability ensuring alignment with core business operating hours.

Requirements

• Project team coordination

• Record keeping

• Google Drive

• Staff scheduling

• Customer inquiry handling

• Administrative experience

• Proposal writing

• CRM system proficiency

• Appointment scheduling

• Escalation handling

• Communication skills

• Technical Proficiency

• Marketing

• Entry level

Benefits

• Fully remote work-from-home

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Application Process

if you’re interested in this role, check out more information on the OFFICAL WEBSITE HERE and apply now.