Job description

This is a remote position.

We are looking for a proactive and highly organized Personal Assistant to support the administration, sales, and client communication across two UK businesses, a marketing agency specializing in trades and construction and a specialist renovation service. You will report directly into the Founder and CEO, and will be required to work UK business hours (10am to 7pm SA time).

This role is ideal for a detail-oriented, self-motivated, and reliable individual who can manage diaries, send invoices, chase payments, handle client communications, and make sales calls. You will be the first point of contact for inbound inquiries and play a key role in keeping operations running smoothly.

Key Responsibilities:

1. Diary & Email Management

Manage diary, schedule client calls, internal meetings, and follow-ups.
Organize and prioritize emails and respond on behalf of the CEO where appropriate, flag important messages, and ensure timely follow-ups.

2. Sales & Client Communications

Send out quotes & invoices for both businesses.
Chase overdue payments via email and phone, ensuring smooth cash flow.
Follow up with potential clients who have shown interest but not yet booked a service.
Handle incoming calls professionally and direct inquiries to the right team member.
Make outbound sales calls for both businesses, following a structured process.

3. General Administration

Maintain CRM systems and ensure all client interactions are logged.
Organize and update client records and business documents.
Prepare reports summarizing outstanding invoices, sales activity, and key metrics.

4. Process Improvement & Support

Identify ways to streamline admin and communication processes.
Assist in systematizing repetitive tasks for efficiency.
Ensure smooth coordination between the two businesses.

Requirements

Fluent in English (written and spoken) with a professional phone manner.
Experience in diary management, admin, and client-facing roles.
Confidence making sales and follow-up calls (not hard sales, relationship-based).
Organized, detail-oriented, and tech-savvy.
Comfortable using CRMs, invoicing tools, and email management systems.
Reliable internet connection and ability to work UK business hours.