Administrative Support Assistant (Security Systems Industry) - Freelance, Remote

About the Client
The client operates a security company providing installation, service, and support for security systems, access control, fire alarms, and burglar alarms. The business is led by its owner, John, who personally oversees most core functions — sales, scheduling, administrative work, and reporting — making him deeply hands-on in day-to-day operations.

Why does this role exist?

This role exists because the owner has been carrying too much of the day-to-day administrative load — phone calls, reports, scheduling — while his one existing admin support person is stretched across too many responsibilities at once. The client needs someone who can take structured, well-defined tasks off the office manager's and admin staffer's plates so the owner can redirect his time toward growing the business and landing bigger contracts. This is a support role built to work under clear direction, not to drive independent strategy.

The Impact you’ll make

Phone Client Communication Support

- Answer overflow phone calls when the office gets busy

- Redirect calls to the right person or department

- Manage a shared email inbox, including scheduling meetings and booking site visits for technicians or salespeople

Reports Documentation

- Fill out and write inspection reports (e.g., camera inspections, fire alarm inspections)

- Help write estimates, permits, and submittals

Data Entry Customer Setup

- Fill out subscriber forms to set up new customers in the CRM ("Market")

- Keep customer and operational records accurate and up to date

Scheduling Calendar Coordination

- Book appointments and site visits

- Coordinate scheduling for technicians and salespeople

Marketing Social Media Support

- Support basic social media activity aimed at increasing awareness and generating leads

Skills, Knowledge and Expertise

Required:

- Experience working in or closely with a security systems company (security systems, access control, fire alarms, or burglar alarms)

- Prior experience as a virtual assistant or in an administrative/admin support role

- Experience professionally handling business phone calls, including redirecting calls and scheduling appointments

- Experience with CRM systems and/or data entry for customer or subscriber setup

- Comfortable working under clear direction and supervision, rather than working independently or proactively

Your superpowers are...

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Technical skills:
- Comfortable managing a business phone line and redirecting calls appropriately

- Experience with CRM platforms (ideally similar to "Market") for scheduling, records, and customer setup

- Ability to write clear, accurate inspection reports and assist with estimates, permits, and submittals

- Basic social media management skills

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Soft skills:
- Professional, warm, and clear phone presence

- Detail-oriented and accurate, especially with reports and data entry

- Reliable and consistent — shows up and follows through

- Takes direction well and executes tasks as instructed

- Stays calm and organized when call volume or workload spikes

WFH Set-Up:

- Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.

- Internet speed of at least 40MBPS

- Headset with an extended mic that has noise cancellation and a webcam

- Back-up computer and internet connection

- Quiet, dedicated workspace at home

You should apply if...

- You do your best work with clear instructions and defined responsibilities, rather than figuring things out on your own

- You take pride in getting the details right — reports, forms, and data entry that are accurate the first time

- You're a steady, professional voice on the phone and in written communication

- You're comfortable being one part of a team, reporting to and taking direction from an office manager

- You want a stable, structured admin role rather than a highly autonomous one

What to expect... Work Setup:

- Remote position

- Must have a rel