Administrative & Operations Assistant

Position Overview
CDP Fencing is seeking a highly organized, proactive Administrative & Operations Assistant to support daily office operations, customer communication, and sales follow‑up efforts. This role is central to keeping the business running smoothly — ensuring customers feel taken care of, the CRM stays accurate, and the team stays aligned.

This person will be customer‑facing, handling follow‑ups with leads who have not yet closed, identifying what they need to move forward, and communicating updates to the sales and marketing teams. They will also support the Office Manager, Marketing Coordinator, and Ownership with administrative tasks, scheduling, documentation, and operational workflows.

Key Responsibilities
1. Customer Follow‑Ups & Sales Support (Primary Focus)
• Call, text, and email customers who have received estimates but have not yet moved forward.
• Identify objections, questions, or barriers preventing the sale.
• Document all findings and conversations clearly in the CRM.
• Provide customers with updated information, next steps, or solutions to help them reach the finish line.
• Coordinate with the sales team when a lead becomes hot or needs a revised quote.
• Track follow‑up cadence and ensure no lead falls through the cracks.

2. CRM Management & Marketing Coordination
• Update customer notes, statuses, and communication logs in the CRM with accuracy and clarity.
• Follow direction from the Marketing Coordinator regarding tagging, pipeline stages, and follow‑up sequences.
• Assist with outbound messaging campaigns, review requests, and customer experience touchpoints.
• Maintain clean, organized customer records for reporting and marketing analysis.

3. Administrative & Office Support
• Assist the Office Manager with daily administrative tasks, scheduling, and documentation.
• Prepare customer files, job folders, and internal paperwork.
• Answer inbound calls and route them appropriately.
• Support material tracking, vendor communication, and job readiness checks when needed.
• Help maintain organized digital and physical filing systems.

4. Operations Support
• Assist with scheduling updates, customer confirmations, and pre‑installation communication.
• Notify customers of weather delays, reschedules, or material changes.
• Coordinate with crews and the Office Manager to ensure smooth daily operations.
• Track job progress and update the CRM or internal systems accordingly.

5. Ownership & Leadership Support
• Complete task assignments directly from Ownership and the Office Manager.
• Provide updates on task progress, customer feedback, and operational issues.
• Assist with special projects, reporting, and internal initiatives as needed.


Qualifications
• Strong communication skills — confident, clear, and customer‑friendly.
• Highly organized with strong attention to detail.
• Comfortable making follow‑up calls and handling customer questions.
• Experience with CRM systems (or willingness to learn quickly).
• Ability to multitask in a fast‑paced environment.
• Professional, positive, and solution‑oriented attitude.
• Prior administrative or customer service experience preferred.