WE’RE HIRING!
Bilingual Executive Assistant & Roofing Insurance Coordinator
Company: Matrix Home Pros Contracting LLC
Location: 100% Remote — International Applicants Welcome
Position Type: Long-Term, Part-Time
Schedule: 30 Hours Per Week | Monday–Friday | 6 Hours Daily
Working Hours: During El Paso, Texas Business Hours (Mountain Time)
Starting Pay: $4 USD Per Hour
Payment Schedule: Biweekly
Additional Compensation: Performance-Based Contract Closing Bonuses
About Matrix Home Pros
Matrix Home Pros is a growing residential and commercial roofing and remodeling company serving El Paso, Texas, and surrounding New Mexico communities.
We are seeking a highly organized, dependable, proactive, and experienced bilingual executive assistant and roofing insurance coordinator to become an important part of our team.
This position combines executive assistance, customer service, appointment scheduling, roofing insurance claim coordination, CRM management, estimate preparation, and general office administration.
We are looking for someone who can multitask, take initiative, communicate professionally, stay organized, and work independently without constant supervision.
This is a long-term position, not a one-time freelance project.
Job Responsibilities
1. Executive & Administrative Assistance
* Assist company owners with daily business operations and administrative responsibilities.
* Answer incoming business calls, emails, and messages in English and Spanish.
* Manage company calendars, meetings, appointments, and reminders.
* Organize client information, contracts, proposals, invoices, and company paperwork.
* Track pending tasks, deadlines, and outstanding documents.
* Maintain organized digital records and filing systems.
* Provide daily progress reports to management.
* Coordinate communication between customers, project managers, and company owners.
2. Customer Service & Appointment Scheduling
* Professionally answer incoming customer calls in English and Spanish.
* Respond to new leads and customer inquiries.
* Schedule roofing inspections, remodeling consultations, and home visits for estimates.
* Confirm appointments with customers and assigned team members.
* Follow up with potential customers regarding outstanding estimates and proposals.
* Provide regular updates to existing customers.
* Handle customer concerns professionally and escalate issues when necessary.
* Maintain positive customer relationships.
3. Roofing Insurance Claims & Follow-Ups
* Assist with initial insurance claim paperwork and documentation.
* Organize claim numbers, insurance estimates, inspection reports, photos, and correspondence.
* Track active, pending, denied, and underpaid insurance claims.
* Follow up with homeowners and insurance companies for routine administrative updates.
* Coordinate insurance inspections and appointments with adjusters.
* Track missing documents, deadlines, and outstanding responses.
* Assist with administrative coordination of insurance supplements.
* Maintain detailed records of claim-related communications.
* Coordinate with licensed public adjusters or other insurance professionals when necessary.
Important: Insurance responsibilities are limited to permitted administrative support. The assistant will not negotiate insurance settlements, dispute coverage on behalf of homeowners, or represent policyholders.
4. Roofing CRM & Estimate Preparation
* Manage customer information, leads, and project records using Leap CRM.
* Enter customer information, approved measurements, and project details.
* Prepare preliminary roofing and remodeling estimates using company-approved pricing and templates.
* Assist with preparing proposals and contracts for management approval.
* Track customer follow-ups, pending estimates, and sales opportunities.
* Maintain accurate CRM records and project status updates.
* Ensure customer information and documents remain organized and up to date.
5. Project & Office Coordination
* Assist with organizing roofing and remodeling project schedules.
* Coordinate with project managers regarding appointments and job progress.
* Track outstanding contracts, approvals, and customer signatures.
* Assist with invoices, payment reminders, and paperwork.
* Maintain organized records of active and completed projects.
* Follow up on assigned tasks until completion.
Required Qualifications
* Fluent in English and Spanish, both spoken and written.
* Previous experience as an executive assistant, virtual assistant, office administrator, or similar position.
* Mandatory hands-on experience with Leap CRM or another roofing-specific CRM, such as JobNimbus, AccuLynx, Roofr, or a comparable platform.
* Experience with U.S. roofing, construction, restoration, or property insurance claim administration.
* Familiarity with insurance claim documentation and administrative follow-ups.
* Excellent customer service and professional phone communication skills.
* Strong multitasking, organization, and time-management abilities.
* Experience managing customer records, contracts, appointments, and paperwork.
* Ability to work independently, solve problems, and take initiative.
* Strong attention to detail and ability to meet deadlines.
* Reliable computer, high-speed internet, headset, and quiet workspace.
* Available 30 hours weekly during agreed El Paso, Texas business hours.
Preferred Qualifications — Not Required
* Direct experience using Leap CRM.
* Experience with Xactimate estimates or roofing insurance supplements.
* Previous experience working for a U.S. roofing contractor.
* Knowledge of residential and commercial roofing estimates.
* Experience using Google Workspace, Microsoft Office, or similar tools.
Training on Matrix Home Pros’ internal procedures and workflows will be provided.
Compensation & Performance Bonuses
Starting Hourly Rate: $4 USD
Weekly Hours: 30
Weekly Base Pay: $120
Biweekly Base Pay: $240
Average Monthly Base Pay: $520
Contract Closing Bonus Structure
Signed Contract Value Bonus
Under $5,000 $15
$5,000–$14,999 $30
$15,000–$29,999 $50
$30,000 or more $75
Bonuses apply to qualifying contracts where the assistant makes a documented contribution through lead handling, appointment scheduling, customer follow-ups, or sales coordination.
Bonuses are earned after the customer signs the contract and the required deposit clears. Cancellations and refunds will be handled according to the written bonus agreement and applicable law.
Insurance claim approvals or settlement amounts do not independently qualify for bonuses.
Additional opportunities may include increased working hours, pay reviews, and greater responsibilities based on performance and company growth.
What We’re Looking For
We want someone who is more than just a virtual assistant.
We’re looking for a dependable team member who can help keep our office organized, provide excellent customer service, follow through on insurance paperwork, assist management, and contribute to the continued growth of Matrix Home Pros.
We value professionalism, honesty, accountability, initiative, organization, and long-term commitment.
Matrix Home Pros Contracting LLC
Residential & Commercial Roofing and Remodeling
Licensed • Bonded • Insured
