MISSION OF THE ROLE
Take operational, administrative, and communication workload off Danny so he can focus on running jobs, closing deals, and building the business.
KEY RESPONSIBILITIES
Communication & Email Management
• Draft replies for clients, management, vendors.
• Prepare building notices and weekly updates.
• Organize and prioritize incoming requests.
• Provide daily summaries of items requiring decisions.
Invoices, Change Orders & Proposals
• Prepare draft invoices, COs, and proposals.
• Track all open invoices and follow up regularly.
• Maintain payment tracking spreadsheets.
• Create deposit schedules and tax breakdowns.
Project Tracking & Status Updates
• Maintain weekly project dashboard.
• Confirm deliveries, approvals, and access.
• Track inspections and vendor scheduling.
Procurement & Material Sourcing
• Research materials: pricing, lead times, availability.
• Gather quotes.
• Track orders, deliveries, returns.
Scheduling & Calendar Control
• Build and update weekly schedule.
• Confirm meetings.
• Schedule vendors, deliveries, inspections.
• Block Danny's admin windows.
Marketing & Documentation
• Organize before/after photos.
• Maintain project portfolios.
• Draft simple IG posts (for approval).
Compliance & Vendor Documents
• Track license renewals.
• Request COIs.
• Maintain document library.
WEEKLY WORKFLOW
Monday – 3 Hours
• Week kickoff summary
• Project updates
• Confirm deliveries and approvals
Tuesday – 2 Hours
• Invoices & change orders
• Material sourcing
Wednesday – 2 Hours
• Communication sweep
• Building notices
• Calendar updates
Thursday – 2–3 Hours
• Project tracking
• Photo/marketing organization
Friday – 2–3 Hours
• Weekly summary
• Log receipts & expenses
• Budget updates
CHECKLIST SYSTEM
Daily Checklist
• Check emails
• Draft replies
• Update task list
• Track materials
• Follow up with PMs/residents
Weekly Checklist
• Invoices drafted
• Proposals updated
• Folders updated
• Photos sorted
• Dashboard refreshed
• Deliveries checked
• Schedule updated
• Compliance reviewed
• Weekly summary sent
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