Essential Duties and Responsibilitiesinclude the following. Other duties may be assigned.
Email management
Scheduling meetings and calendar management
Attending Zoom meetings and taking notes
Answering inquiry calls
Payroll employees use On the Clock app to log in and out Sure Payroll
Update QuickBooks Desktop (3-5 charges - dump fee, gas, ending payroll etc.)
Update Dashboard (in Excel) with monthly sales
Research license and other requirements in new cities (infrequent)
Send invoices, daily
Send estimates, daily
Follow up on delinquent invoices (30-60 days via email, over 60 days phone calls)
Email management (~8 of 60 daily emails are legit)
Research potential clients / creating email follow up campaigns
Create and schedule seasonal emails? (e.g. a quarterly newsletter)
Review resumes for future employees to work on the trucks applicants come from Indeed
Updating CRM (Keap) clients and leads
Reviewing SOPs and creating SOPs for all repeatable tasks
Payroll fill out the spreadsheet and send the PDF to Client to write checks (through excel as tour guides receive a % of revenue)
Check tour reports Adjust tickets and payroll if anyone paid in cash. Alert Client to any incidents.
Update available tours via Fare Harbor, a ticketing service (tours to be listed 90 days in advance)
Respond to emails for information and group tour requests (e.g. colleges, businesses, gifts etc. which represent ~20% of revenue)
Email management
Update QuickBooks (info comes from Fare Harbor)
Update Dashboard (similar to above)
Research license and other requirements in new cities (infrequent)
Reach out to potential partners Hotels (to contact concierges), schools (through admissions)
Social Media posts creating new posts and showing photos of current tours
Reviewing SOPs and creating SOPs for all repeatable tasks
Clients Personal (1%)
Book travel
Projects as directed
Key Qualifications:
5-8 years of total work experience including 1-2 years assisting an executive / owner, preferably an American
Fluency in English writing and speaking
Intermediate Excel/Google Docs
Light bookkeeping experience
Tech savvy, able to learn new apps quickly
Must be able to communicate both on the phone and in email
Strong organizational skills
Strong attention to detail
Ability to learn quickly
Demonstrated history of working US hours
Able to multi-task and support a fast-moving executive
Shift / Hours:
Monday Friday in one single shift, 8:00 AM EST 5:00 PM EST. Note this is +12 or +13 Philippine time, which will be 8:00 PM PHT 5:00 AM in PHT.
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