Administrative Assistant

If interested, please contact Lilianna Aguiar at: 630-379-4039 or Lilianna@solutionscleaning.services

Job Type: Part-Time
Hours: 30–35 hours per week
Job Overview
Solutions Cleaning Services is seeking a reliable, organized, and personable Administrative Assistant to support daily office operations. This role is essential to keeping our office running smoothly and ensuring excellent communication with clients, estimators, and project partners. The ideal candidate is detail-oriented, proactive, and comfortable managing multiple tasks in an at times fast-paced, small-business environment.
Key Responsibilities

• Manage and organize digital and physical files for projects and bids
• Monitor and maintain two administrative email inboxes
• Keep up with tasks, projects, contacts, and activities in our CRM system (Act!)
• Add new projects and update existing project information in the CRM
• Print and organize bid invitations, project emails, and related documents
• Send initial outreach and follow-up emails to clients as well as call when needed
• Make outbound and inbound client calls, including follow-ups and voicemail responses
• Schedule walkthroughs for the estimator
• Fill out and print RFP documents for estimator site visits
• Assist the estimator in sending proposals once pricing is completed
• Follow up with clients after proposals have been submitted
• When the owner is out of the office, monitor her email inboxes and communicate time-sensitive matters via call or text
• Represent Solutions Cleaning Services at networking events when the owner is unavailable

• Is highly organized and enjoys helping others stay organized
• Communicates confidently and professionally with clients
• Can multitask and manage competing priorities effectively
• Has strong time-management skills
• Is patient, dependable, and supportive of coworkers and clients
• Works well both independently and as part of a team
• Is creative and able to think outside the box
• Has prior customer service experience
• Is eager to learn and grow within the role
• Is interested in a long-term position

• Basic computer proficiency
• Working knowledge of Microsoft Office (Word, Outlook, Excel)
• Strong customer service and communication skills
• High school diploma or equivalent
• Ability to work independently and collaboratively