Operations Administrative Assistant

Service Pros Installation Group, Inc•Charlotte, NC

About The Position

The Administrative Support – Subcontractor Recruiting role provides critical operational support to the recruiting and onboarding of subcontractors across all service areas. This position ensures smooth communication, accurate documentation, timely follow-up, and organized workflow throughout the subcontractor recruitment pipeline.

Requirements

1–2 years of administrative, recruiting, or customer-service experience.
Strong organizational and follow-up skills.
Ability to handle sensitive information with professionalism.
Reliable, consistent, and comfortable working in a fast-paced environment.
Language Skills – Ability to read and comprehend simple instructions, correspondence, and memos. Ability to write letters and prepare other documents as needed. Proofreads work.
Mathematical Skills – Ability to add, subtract, multiply, and divide in all units of measure for basic algebraic and geometric calculations.
Reasoning Ability – Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving few concrete variables in standardized situations.
Computer Skills – Knowledge of computer workstations and peripheral equipment; Proficient with basic technology (Microsoft Office, Google Workspace, CRM/ATS).
Communication Skills – Excellent written and verbal communication in English.
Vision – Ability to view documents, multiple screens, and read handwritten documents.

Nice To Haves

Experience in subcontractor management, trades, or home-services industries.
Familiarity with onboarding paperwork (W-9, COI, background checks).
Experience managing high-volume workflows

Responsibilities

Post subcontractor opportunities on approvedjob boards and trade platforms.
Manage inbound applications and routequalified leads to the Recruiting team.
Conduct initial outreach (phone, text,email) using approved scripts.
Track candidate progress through the recruiting pipeline (apply ? qualify ? onboard).
Maintain accurate records in CRM/ATS systems (Cilio, spreadsheets, or internal databases).
Input, obtain, and update subcontractor contact information, licenses, insurance, and required documents.
Prepare packets for onboarding, including W-9s, background check forms, and SOPs.
Monitor expiration dates for insurance or certifications and issue renewal reminders
Act as a point of contact for subcontractor applicants with questions about requirements or next steps.
Coordinate with Operations, Field Management, and Finance to ensure subcontractors are fully cleared before assignment.
Send follow-up messages, reminders, and confirmations to keep candidates moving.
Ensure all documentation aligns with company policies, insurance requirements, and client expectations.
Assist with background checks, drug screenings, and compliance audits.
Maintain confidentiality of sensitive information.
Support the recruiting team with scheduling, reporting, file management, and meeting prep.
Prepare forms, templates, and communications as needed.
Handle daily administrative tasks such as inbox management, calendar support, and document organization.