Administrative Virtual Assistant (Aspire CRM)

The ideal candidate is resourceful, confident in learning new platforms on their own, and ready to take full ownership of administrative workflows with minimal direction.

Key Responsibilities:

• Manage and maintain the company's CRM (Aspire), including new contact and property setup and ongoing work ticket cleanup
• Run job costing reports, budget summaries, and labor cost breakdowns, presenting results in a clear and organized format
• Manage advanced crew scheduling based on geographic proximity and active project timelines
• Coordinate utility locate calls in advance of all scheduled project work
• Send pre-work and post-work customer emails covering project updates and follow-up requests for reviews and feedback
• Manage the owner's calendar, protecting time for estimates, meetings, and key administrative tasks
• Process all invoicing and reconcile expenses through QuickBooks
• Update labor, material, and asset records in the CRM as real-time field data changes
• Assist with payroll processing, new hire setup, and pulling payroll-related reports
• Post jobs on ZipRecruiter, Indeed, and similar platforms, screen applicants, and present qualified candidates
• Support email marketing campaigns to re-engage existing contacts and maintain brand presence
• Create and document standard operating procedures for all recurring business processes
• Track and update inventory records using live data from within the CRM

Mandatory Skills:

• Solid hands-on experience with CRM platforms — preferably Aspire, ServiceTitan, or comparable field service management software
• Proficiency in QuickBooks for invoicing, expense reconciliation, and financial reporting
• Demonstrated ability to manage scheduling, operations coordination, or dispatching in a service-based environment
• Experience producing and organizing reports across job costing, payroll, budgets, and inventory
• Strong organizational skills with the ability to handle multiple concurrent tasks and shifting priorities
• Reliable, thorough, and capable of independent work with minimal direction
• Excellent written communication skills for professional, client-facing email correspondence
• Strong interpersonal skills with the ability to collaborate within a small and close-knit team

Preferred Skills:

• Direct experience with Aspire software or a genuine and motivated willingness to learn through available training resources
• Background in landscaping, construction, field services, or a comparable trade industry
• Experience with recruitment including job posting, resume screening, and applicant pipeline management
• Familiarity with email marketing tools and basic campaign execution
• Experience building SOPs and operational documentation from scratch
• Knowledge of inventory management and asset tracking workflows
• Comfortable working in a fast-paced, weather-sensitive environment where schedules shift regularly

If you take pride in operational ownership and thrive on bringing efficiency to busy environments, this role is a strong fit.