All American Painting Plus

Administrative Assistant (Inbound Calls and Scheduling)

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: TYPE OF WORK

Part Time

: SALARY

$8-$10/hr

: HOURS PER WEEK

-2

: DATE UPDATED

Apr 6, 2026

JOB OVERVIEW

We are a growing residential painting company based in Northern Virginia, USA, looking for a detail-oriented, professional Administrative Assistant to join our team.

This is a *long-term, part-time position* with consistent hours and the opportunity for additional hours.

Schedule

* Monday–Friday
* 1:00 PM – 5:00 PM Eastern Time (USA)
* Opportunity for full-time hours during coverage periods (vacations, etc.) and the potential to transition to full-time

What You’ll Be Doing

You will be responsible for handling inbound customer calls and helping guide homeowners through our process professionally and efficiently.

Your responsibilities include:

* Answering inbound calls from homeowners
* Asking structured questions to understand their project
* Determining if the project is a good fit for our company
* Scheduling in-home estimates using our booking system
* Entering and updating information in our CRM (HubSpot)
* Sending follow-ups and internal notes after calls
* Supporting our team with administrative tasks as needed
* Maintaining and updating records in our various softwares including Hubspot, Airtable, and others
* Entering, organizing, and verifying customer and job data for accuracy
* Support scheduling, follow-ups, and internal task tracking
* Assisting with administrative workflows across multiple systems

What Success Looks Like

* Calls are handled professionally and confidently
* Qualified leads are scheduled correctly
* Unqualified leads are filtered out politely
* CRM notes are clean, accurate, and complete
* Our team saves time because of your organization
* Accurate, well-organized records across CRM and other software systems
* Tasks and follow-ups are completed without things falling through the cracks
* Information is clean, consistent, and easy for the team to use
* You stay organized while handling multiple systems and responsibilities
* You can use critical thinking to handle unforeseen roadblocks

Requirements (IMPORTANT – PLEASE READ)

We are looking for someone who is:

* Fluent in spoken English (clear, confident phone communication is REQUIRED)
* Experienced in customer service, call handling, or receptionist work
* Comfortable following a structured call process (script + judgment)
* Highly organized and detail-oriented
* Reliable and consistent (this is a long-term role)
* Able to use critical thinking in one-off scenarios
* Comfortable using or learning: CRM systems (HubSpot and Airtable are a plus); Scheduling tools; Email and basic admin tools

Bonus (Not Required, but Helpful)

* Experience with US-based service businesses (home services is a plus)
* Experience qualifying leads or booking appointments
* Familiarity with HubSpot or similar CRM tools

Compensation

* Competitive hourly rate based on experience (typically $8–$10/hour)
* Opportunity for growth and increased responsibility over time

IMPORTANT – HOW TO APPLY

We receive many applications. To be considered, please follow ALL steps:

1. Include a voice recording (Google Drive or similar link) answering this:

> “How would you handle a homeowner calling in who wants a quick price but you need to ask more questions first?”

2. In your application, include the phrase: “I am detail-oriented and read the full job post.”

3. Briefly describe your experience handling phone calls or customer inquiries, and please note any software you have experience working in.

About Us

We are a professional residential painting company focused on quality, communication, and long-term customer relationships.

We value:

* Clear communication
* Strong organization
* Doing things the right way the first time

We are looking for someone who wants to grow with a company, not just complete tasks.

Who This Is NOT For

* Applicants looking for short-term work
* Applicants without phone/customer experience
* Applicants who cannot follow instructions

Who This IS For

* Someone who takes pride in their work
* Someone who communicates clearly and professionally
* Someone who wants a stable, long-term role

SKILL REQUIREMENT

HubSpot CRM Customer Service Critical Thinking

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All American Painting Plus

Administrative Assistant (Inbound Calls and Scheduling)

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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