• Manage and prioritize multiple email inboxes across business and personal accounts, monitor incoming communications, and draft responses as needed. • Coordinate calendars, schedule meetings, manage invitations, and ensure deadlines and appointments are accurately tracked across multiple business entities. • Organize and maintain digital files, documentation, and project priorities using Google Workspace. • Support administrative reporting, data entry, document preparation, and process documentation to improve operational efficiency. • Assist with invoicing, invoice tracking, and routine operational and vendor follow-ups. • Handle personal scheduling and administrative coordination, including appointments and family-related logistics.

• Provide backend operational support across project administration, bookkeeping assistance, client follow-ups, and data management • Enter and organise receipts, invoices, and project-related documentation • Maintain accurate records across company systems and software • Support general administrative and data entry tasks • Ensure project information is updated and organised • Assist with data entry and record management within QuickBooks • Track invoices and support accounts administration • Maintain accurate financial records and documentation • Follow up with clients regarding outstanding invoices • Check in on estimates and proposals that have been sent • Provide professional and timely communication via email and phone • Maintain strong customer service standards • Assist with project administration and job tracking • Support estimate preparation and documentation • Proofread estimates and project-related documents for accuracy

• Serve as the first point of contact for clients via phone, email, CRM, and client portals. • Manage inbound and outbound client communications. • Respond to client inquiries professionally and promptly. • Provide excellent customer service while demonstrating empathy, patience, and professionalism. • Follow up with clients regarding outstanding requests, documentation, and open invoices. • Conduct discovery calls with prospective clients. • Identify client needs and determine appropriate services. • Answer basic accounting and tax-related questions. • Qualify leads and schedule strategy sessions when appropriate. • Maintain detailed notes and records within the CRM. • Coordinate client onboarding processes. • Update and maintain CRM records. • Assist with documentation, workflows, and standard operating procedures (SOPs). • Support administrative projects and operational improvements. • Help implement updates related to the firm's expansion into North Carolina. • Conduct warm outreach to existing leads and prospects already within the firm's ecosystem. • Follow up on inquiries generated through marketing channels and social media funnels. • Re-engage inactive leads and clients. • Support client retention and relationship-building initiatives. • Assist with client invoicing through QuickBooks. • Provide basic client reports upon request. • Track and follow up on unpaid invoices.

Role Description Du bist ein echtes Organisationstalent, liebst es, den Überblick zu behalten und sorgst gerne dafür, dass im Hintergrund alles rund läuft? Dann könntest du perfekt zu uns passen. Wir suchen ab sofort Verstärkung für unser kleines, feines Team im Backoffice und Projektmanagement. Die Stelle ist geringfügig (10 Stunden/Woche), komplett remote. Die Arbeitszeiten sind fix: Montag bis Freitag jeweils von 9 bis 11 Uhr oder alternativ von 8 bis 10 Uhr. Perspektivisch sind mehr Stunden möglich. Typische Aufgaben: - Terminvereinbarungen & -koordination - Pflege von Dokumenten & Datenbanken - Unterstützung in der Projektorganisation - Kleine Recherchetätigkeiten - Vorbereitung von Vorlagen, Formularen & internen Abläufen Qualifications - Abgeschlossene kaufmännische Ausbildung oder vergleichbare Berufserfahrung - Technisches Grundverständnis und schnelle Auffassungsgabe - Sehr gute Deutschkenntnisse in Wort und Schrift - Sicherer Umgang mit digitalen Tools und Remote-Arbeitsmethoden - Hohe Eigenverantwortung und strukturierte Arbeitsweise Requirements - Strukturierter, selbständiger Arbeitsstil - Erste Erfahrung im Backoffice, Projektmanagement oder in der Organisation von Abläufen - Gute Kenntnisse in Tools wie Google Workspace, Canva, Trello, etc. - Verlässlichkeit, Genauigkeit und Freude an Kommunikation - Sympathisches Auftreten per Mail & Telefon Benefits - Eine langfristige Zusammenarbeit auf Augenhöhe - Ein wertschätzendes, herzliches Team - Viel Gestaltungsspielraum und Vertrauen - Arbeiten von überall aus - Mehr Stunden in Zukunft denkbar