Virtual Assistant

Position
Virtual Assistant (Operations, Marketing & Estimating Support)
Reports to: Owner – Christian Williams and Kristen Williams
Employment Type: Full-Time (Remote)
Industry: Landscape Design-Build & Installation
Location: Remote (PST availability)
About Williams Landscape Construction
Williams Landscape Construction is a licensed, bonded, and insured Southern California landscape design-build company specializing in outdoor living projects, irrigation/drainage, outdoor kitchens, lighting, and full-scale installation projects. We use
modern tools, automation, and AI to streamline operations and deliver a high-end customer
experience from first contact to project completion.
We are seeking a proactive, detail-oriented Virtual Assistant who can support marketing, lead management, quoting workflows, client communication, and administrative operations.
Key Responsibilities but not Limited to:
1. Lead Management & CRM (Jobber + GoHighLevel/Quo)
- Monitor incoming leads from Meta Ads, Google, website forms, SMS, and call tracking.
- Enter and maintain accurate customer records in Jobber.
- Set up quotes, follow-ups, tasks, and reminders.
- Trigger automated workflows (job follow-ups, review requests, estimate sequences).
- Assist in processing estimate transcripts from site visits (using pendant/AI tools).
- Organize client photos, videos, and transcripts.
- Send appointment confirmations and follow-up messages.

2. Quote Preparation Support
- Organize transcript notes into structured job scopes.
- Create material/plant lists and dimension breakdowns.
- Prepare worksheets for pricing.
- Upload estimates into Jobber.
- Send estimates once approved.

3. Client Communication
- Respond to inquiries via SMS, email, and messenger.
- Send updates, confirmations, and reminders.
- Request reviews and maintain review logs.
- Communicate using Williams Landscape Construction tone.

4. Administrative Tasks
- Organize Google Drive folders.
- Assist with permit paperwork.
- Maintain subcontractor lists and vendor catalogs.
- Track job progress and update dashboards.
- Assist with bookkeeping prep tasks.
Required Skills & Experience
- Strong English communication (written and verbal).
- Experience with Jobber, GoHighLevel, QuickBooks or similar CRMs.
- Comfortable with landscape/construction terminology.
- Highly organized; strong attention to detail.
- Proficiency in Google Workspace.
- Ability to work with PST schedule overlap.
Preferred (But Not Required) Skills & Qualifications
- Bachelor’s degree or Master’s degree in Business, Marketing, Communications,
Architecture, Landscape Architecture, Construction Management, or a related field.
- Familiarity with ChatGPT or AI note-taking tools.
- Experience supporting contractors (landscaping, construction, HVAC, roofing, etc.).
- Knowledge of Orange County & LA County regions.
- Understanding of construction materials and plant types.
- Strong analytical skills for organizing transcripts and material lists.
- Experience with digital marketing or CRM automation.
KPIs (Performance Indicators)
- Response speed to leads & messages.
- Accuracy of data entry.
- On-time social media scheduling.
- Reduction of owner follow-up workload.
- Quality of organized job scopes.
- Improvement in lead-to-estimate conversion rate.
Tools You Will Use
- Jobber
- GoHighLevel (GHL)
- QuickBooks
- Meta Business Suite
-Google Drive
-ChatGpt

How to Apply
Please send the following:
1. A short introduction video (1–2 minutes)
2. Examples of previous relevant work
3. Availability (PST overlap required)
4. Expected hourly rate
5. Experience with Jobber, QuickBooks or construction/landscaping support