Virtual Administrative Assistant

Please Send Resume + Cover Letter to ----------

About NSTY Fab Co

NSTY Fab Co is an automotive performance and restoration shop based in Long Beach, California. We build custom off-road and street vehicles, both classic and modern platforms. From fabrication to full builds, we focus on high-quality craftsmanship and performance-driven results.

We are growing quickly and looking for a sharp, organized, and proactive Virtual Administrative Assistant to help streamline operations and improve client communication.

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Primary Role Objective

The main objective of this role is:

Improve client nurturing, streamline communication, and support administrative operations so the shop can focus on building.

This role starts heavily focused on client communication and pre-qualification, then expands into administrative coordination and executive support.

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Core Responsibilities

1. Client Nurturing and Pre-Qualification (Top Priority)

You will plug into our top-of-funnel communication channels and:
• Respond to inbound inquiries (DMs, email, web forms, etc.)
• Answer initial questions using training materials and past conversations
• Pre-qualify leads based on budget, timeline, and project scope
• Guide potential clients toward booking sales calls
• Maintain organized CRM notes for each lead
• Ensure timely follow-ups to keep leads warm

Goal:
Increase qualified booked calls and reduce unqualified inquiries reaching the owner.

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2. Calendar and Shop Administrative Management
• Schedule sales calls
• Manage shop calendar (drop-offs, pickups, project timelines)
• Track project durations and client deadlines
• Coordinate reminders for calls and client appointments
• Help prevent scheduling conflicts

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3. Shop Software and Payment Administration
• Set up quotes in shop software
• Send payment links
• Track deposits and payments
• Organize client records
• Maintain clean administrative systems

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4. Executive and Project Coordination Support

You will also assist the owner directly by:
• Monitoring communication channels where input is needed
• Consolidating conversations into organized summaries
• Preparing items requiring feedback
• Attending regular check-ins, potentially daily
• Tracking progress updates across projects
• Following up with team members as needed

Goal:
Reduce communication overload and increase operational clarity.

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5. Optional and Growth-Based Responsibilities

Depending on skill level:
• Schedule social media posts
• Assist in social media management
• Organize content calendar
• Help coordinate project documentation for marketing
• Assist with other administrative tasks as they arise

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Ideal Candidate Profile

Required Skills
• Strong written and spoken English, very fluent
• Administrative experience
• Client communication experience
• CRM familiarity
• Highly organized
• Detail-oriented
• Proactive and reliable
• Comfortable working during 9AM to 5PM PST hours

Preferred but Not Required
• Entry-level sales experience
• Automotive interest or passion for custom builds
• Social media management experience
• Experience working with service-based businesses

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Personality Traits We Are Looking For
• Clear communicator
• Assertive but professional
• Calm under pressure
• Quick learner
• Systems-oriented thinker
• Takes ownership
• Enjoys improving processes

Please Send Resume + Cover Letter to ----------