In and Out Flooring LLC Receptionist/Administrative Assistant Birmingham, AL · Remote · Full time

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In and Out Flooring has been established since 2017! With a rich history of industry experience, we have proudly completed thousands of successful flooring projects in Metro Birmingham as of 2024. Three years ago, we expanded into full interior/exterior remodeling, in which we are now recognized as In and Out Remodeling!

What truly sets us apart is our commitment to making our customers' projects as smooth, stress-free and efficient as possible. Moreover, our focus isn’t just on meeting our customers needs, it’s exceeding them in every aspect.

Integrity is the defining quality of our people and our work. We are honest, transparent and committed to doing the right thing always, even when no one is watching. Excellence on projects is not an option here, it is a requirement. Every individual is held accountable for their actions and is expected to take full ownership of them. We have high standards, taking pride in our work and customer satisfaction.

Receptionist Support

• Manage and respond to emails, phone calls, and internal messages (Slack, Jobber, Gmail).
• Update and maintain client records in our CRM system (Jobber).
• Schedule appointments for assessments/measurements, installations, and follow-up tasks.
• Coordinate between departments (e.g., sales, installation crews, operations manager) to ensure client needs are addressed.
• Track and log client activities including calls, appointments, and special requests for reporting.
• Collect and compile client data for internal use, especially for our administrative lead.

Client Service & Communication

• Serve as the primary point of contact for new and returning clients.
• Answer general questions regarding products, services, and next steps.
• Follow up with clients post-installation to confirm satisfaction and gather feedback.
• Re-engage leads with expired quotes and follow up with past clients (especially those 12+ months out).
• Proactively schedule maintenance check-ins before the end of our 1-year workmanship warranty.

General Support Tasks

• Conduct online research as needed for operations, sourcing, or vendor information.
• Support the Operations Manager with administrative duties and special projects.
• Assist with internal reminders, scheduling, and light coordination tasks.

Education & Experience

• High school diploma or equivalent required; Associate’s or Bachelor's degree in Communications, or related field is a plus.
• Minimum 2 years experience as a Virtual Assistant, Receptionist, or Administrative Coordinator.
• Previous experience working with home service or construction-related businesses is highly desirable.

Tools & Technology

• Proficient in Google Workspace (Gmail, Calendar, Sheets, Docs).
• Comfortable using project management tools like Jobber (CRM), Slack (team communication), and Zoom.
• Capable of learning and adapting to new platforms quickly.

Communication & Interpersonal Skills

• Excellent written and verbal communication skills.
• Professional phone etiquette and the ability to build rapport with clients.
• Confident handling follow-ups, rescheduling, and escalations calmly and respectfully.
• Bilingual (English/Spanish) is a plus, but not required.

Organizational & Problem-Solving Skills

• Impeccable time management and task prioritization.
• Self-starter with the ability to work independently and with minimal supervision.
• Strong attention to detail with a mindset for process improvement.
• Able to troubleshoot small tech or scheduling issues and think ahead to avoid bottlenecks.