Operations Support - P4

Hiring: Full-Time Operations Support - Remote - $9,600 - $14,400/yr

About the Client

🏡 Outdoor Living Experts —manufacturing screen rooms, sunrooms, and insulated patio covers that transform how homeowners enjoy their space.

🚀 A Multi-Business Powerhouse —from outdoor living products to vacation rentals, long-term rentals, and an AI-driven education brand, this family is building something big.

🤖 AI-Forward & Tech-Enabled —powered by custom-built tracking apps, automated communication sequences, and a heavy reliance on AI to scale smarter.

📈 Scaling Fast —the team is growing rapidly with plans to start licensing dealers this year, opening the door to long-term opportunities for the right hire.

🤝 Tight-Knit, Family-Driven Team —a small but mighty crew of around 9 people working closely together with a real focus on craftsmanship and customer care.

🌟 About WeAssist 💡

🌍 Led by a Founder Who Cares– Reef Colman built WeAssist to empower individuals and create meaningful opportunities that support families.

⚡ Fast & Purposeful Recruiting– We move quickly but prioritize long-term fit, stability, and growth over just filling roles.

🌎 Connecting Global Talent– With 100+ outsourced professionals and growing, we link top talent worldwide with thriving US businesses.

❤️ Giving Back Matters– From building schools to feeding the homeless, we believe true success means making a difference.

🤝 An Inclusive & Thriving Culture– Your skills and unique gifts matter. We create an environment where outsourced professionals don't just work—they grow.

⚒️ Key Responsibilities of the Operations Support 

📅 Lead Intake & Appointment Scheduling

📞 Inbound Phone Handling & Call Routing

📤 Outbound Calling & Customer Follow-Ups

🔄 Database Reactivation & Upsell Campaigns

💻 CRM, Project Tracking & Simple Quoting

📱 Social Media Management (Phase Two)

Additional Information:

Review this Doc first!

How to Prepare for the Recruiting Process -

• https://docs.google.com/document/d/1tCWNqlU4gNG4nQaEeo5iSKNB8A8X7xAlVCMDvZwkdDk/edit?tab=t.0#heading=h.gt6n5ybw2ujb

📢 Why Are They Hiring an Operations Support? 🏢

Our client is hiring an Operations Support to keep their growing sales pipeline moving without missing a beat. Right now, their in-house admin gets overwhelmed during busy seasons, and their current overflow answering service can only take messages—it can't access the CRM, schedule appointments, send updates, or handle real follow-up. They need someone who can step in as a true extension of the team: answering overflow calls, scheduling appointments for their design consultants, working through a backlog of unconverted quotes, and bringing a personalized, human touch to a 55+ customer base that values genuine connection. As the business scales (and starts licensing dealers this year), there's real room to grow into more responsibility—including social media management down the line.

If you're a warm, organized, and tech-savvy go-getter who enjoys talking to people, juggling moving pieces, and owning the customer experience from first call to follow-up—this role could be a great fit for you. ✨

✅ Qualifications:

Must-Haves:

• 🗣️ Exceptionally Clear English Communication– Must speak clearly and patiently on the phone, especially with a 55+ customer demographic that sometimes has hearing difficulties.
• 🗺️ Dispatching or Routing Experience– Comfortable prioritizing schedules and calculating drive times to route field reps efficiently.
• 📞 Outbound Calling Comfort– Confident initiating calls, following up on leads, and re-engaging past customers without hesitation.
• 🔍 Detail-Oriented & Organized– Crucial for managing scheduling, routing, and follow-up without anything slipping through the cracks.
• 🤖 AI-Forward Mindset– Curious about and comfortable using AI tools to work smarter, since this is a heavily AI-enabled environment.

Nice-to-Haves:

• 🛠️ Jobber Experience (Bonus)– Hands-on experience with Jobber is a huge plus; Service Titan or House Call Pro experience also welcome.
• ⚙️ GoHighLevel Familiarity– Their internal system is a white-labeled GHL setup, so prior exposure is a real advantage.
• 🎨 Canva or CapCut Skills– Light graphic design or video editing skills for future social media support.
• 🏗️ Home Services Background– Experience supporting contracting, construction, or home services businesses is a strong plus.

Responsibilities of the Operations Support:

Your responsibilities include:

📅 Lead Intake & Appointment Scheduling (Top Priority)

• Work directly off lead lists automatically populated into Jobber via AI and Zapier integrations
• Schedule appointments for the in-house sales team (referred to internally as 'design consultants')
• Use Jobber's built-in mapping and routing features to calculate precise drive times between consultant appointments

Follow a detailed call script with conditional logic to handle every type of inquiry consistently
📞 Inbound Phone Handling & Call Routing

• Act as direct backup to the in-house admin during a daily volume of 30–40 inbound calls plus walk-in traffic
• Answer the phones when the in-house admin is tied up with walk-ins to prevent missed leads and phone tag
• Fully cover the phones on Fridays as solo coverage
• Route calls based on a detailed cheat card to make sure inquiries reach the right person
• Coordinate with the team's AI call-forwarding system for after-hours or unanswered calls

📤 Outbound Calling & Customer Follow-Ups

• Begin outbound calling around 10:00 AM CT (prime time for the 55+ customer demographic)
• Return weekend leads and voicemails on Monday mornings (typically 10+ calls waiting)
• Follow up on unpaid quotes, projects not yet converted, and installation timelines
• Bring a warm, personalized tone—older customers respond better to real conversations than automated texts

🔄 Reactivation & Upsell Campaign (30–90 Day Special Project)

• Work through a backlog of 400–600 unconverted quotes from the previous year
• Find out why customers didn't proceed and attempt to win back the business
• Call past clients to pitch upgrades (e.g., patio cover to screen room, screen room to sunroom)
• Use a defined script while ad-libbing naturally to keep conversations human

💻 CRM, Project Tracking & Simple Quoting

• Log every customer touchpoint, note, and update inside Jobber so the 9-person team stays aligned
• Use the custom-built Shop Floor Tracker App to monitor real-time project status
• Provide updates to customers without needing to chase the crew (e.g., 'at the powder coater,' 'at the saws being cut')
• Generate simple quotes for items like storm windows or screens (about 5–6 minutes through Jobber)
• Support contract tracking and broader sales pipeline management

⚠️ Escalations & Issue Handling

• Escalate critical service issues (like a roof leak after a storm) directly to leadership instead of troubleshooting on the phone
• Expect a low volume of escalations—typically no more than 4 major issues per month
• Stay calm and professional in rare high-stress customer interactions

📱 Phase Two: Social Media Management (Starting after 60–90 Days)

• Pull pre-made content from Google Drive and lightly edit using Canva or CapCut
• Post across Facebook, Instagram, Google Business, YouTube, LinkedIn, and X (Twitter)
• Post roughly 5x/week on Facebook & IG, 3x/week on stories, and 2x/week on LinkedIn for the main brand
• Post 1–2 times a week for adjacent businesses (vacation rentals, real estate brands)
• Keep it simple—mostly before-and-after photos and short reels from the field crew

🏡 Want to Know More About the Client?

Our client runs a thriving family of businesses centered around outdoor living, real estate, and tech-driven content. Their flagship company manufactures screen rooms, sunrooms, and insulated and non-insulated patio covers—coordinating with contractors to bring outdoor living solutions to homeowners. Beyond that, they also own and operate a vacation rental business with three short-term rental homes, a long-term rental company, a homesteading lifestyle brand, and an AI-powered game-building education project. It's a varied portfolio held together by one shared mindset: build smart, scale steadily, and use the best tools available to do it.

What really sets this team apart is how unapologetically AI-forward they are. They've built custom tracking apps, layered Zapier and AI automations into their lead flow, and run their CRM on a white-labeled GoHighLevel stack. The day-to-day is fast-paced, hands-on, and full of opportunity—especially as the business prepares to license dealers and expand its reach this year. This is a place where curious operators thrive, where your fingerprints will be on real growth, and where doing good work means earning more responsibility. 

Culture and Core Values:

This is a small, tight-knit team that runs lean, moves fast, and isn't afraid to lean on tech to get more done. Communication here is direct, expectations are clear, and the people who thrive are the ones who can take initiative and run with it.

• 🛡️ Integrity– Truthfulness and honesty come first, in every customer interaction and team conversation.
• 🙌 Accountability– Mistakes happen—what matters is owning them so the team can fix issues and move forward.
• 🤖 AI-Forward Thinking– The team embraces automation, custom-built tools, and smart systems to work faster and serve customers better.
• 💬 Direct, No-Nonsense Communication– Feedback is straightforward and matter-of-fact—if you appreciate clarity over corporate fluff, you'll feel right at home.

This is the kind of team where independence is rewarded, ideas are welcomed, and your work has a real, visible impact. 💯

What's in it for you? 

Joining this client means not just filling a role but embarking on a personal development journey. The growth potential is substantial, with opportunities to:

• 📈 Real Growth Opportunity– As the business scales and starts licensing dealers, your role can grow into leadership, training, or new business support.
• 🌎 Permanent Remote Setup– Work from anywhere with a strong internet connection.
• 🤖 AI-Forward Environment– Get hands-on with cutting-edge tools and custom-built apps that make your work easier.
• 🧠 High-Trust, Low-Micromanagement– Work for leaders who set clear direction and let you own the execution.
• 🌐 Multi-Business Exposure– Get a front-row seat to outdoor living, real estate, vacation rentals, and content businesses—all under one roof.
• 🎯 Visible Impact From Day One– You'll be a critical part of the customer experience and sales pipeline, not just another back-office hire.

Your next big opportunity starts here—ready to take the leap? 🚀

WeAssist:

(Not your average Recruiting Firm…)

Started by Reef Colman just six years ago, is not your typical staffing agency...

We are a dynamic recruiting firm focused on creating fair opportunities in the business world. We have a team of over 100 people. We help US businesses find skilled remote workers and connect these workers with good employers.

What makes us different is how much we care about our people! We give good benefits, support personal growth, and get involved in the community. We also support good causes like building schools, helping the homeless, and improving education. Come join us at WeAssist, where remote workers do their best!

Perks:

• 13th Month Bonus (Wild right?! 🤯)
• Permanent work-from-home / remote set-up 🌴
• Health insurance 🧑‍⚕️
• Dental insurance 🪥
• Mental health insurance 🧠
• Great starting salary 💰
• Growth opportunity 📈
• Performance-based raises 💸
• Prizes and bonuses 🏆

Specifics:

Time

• Full-time; 10:00 AM to 6:00 PM CDT (Illinois)
• This is a remote position so you can have the freedom to work from anywhere

Miscellaneous

• Attire - business casual when in meetings
• Professional setup

• Clean background
• Good camera
• Good microphone
• Strong wifi

Tech Stack

• 🛠️ Jobber (Highly Preferred — Service Titan or House Call Pro also acceptable)
• ⚙️ GoHighLevel
• 📂 Google Drive / Google Workspace
• 🤖 AI Tools (Highly Preferred)
• 📞 VoIP / Google Voice
• 🎨 Canva (Nice-to-Have)
• 🎬 CapCut (Nice-to-Have)
• 📲 Slack

Compensation

• Fixed Rate $9,600 - $14,400/yr