Intake Specialist - MLT

Hiring: Full-Time Intake Specialist - Remote - $9,600 - $14,400/yr

🚀 About the Client 🚀

🏗️ 20+ Years in Business– our client is a family-owned concrete contractor serving Central Ohio and the surrounding areas.

🧱 Full Residential Concrete Range– from driveways, walkways, and sidewalks to patios, slabs, and footers—plus stamped and decorative finishes (stone, brick, and wood-look designs).

🤝 Built on Trust, Not Just Price– they stand out from unreliable contractors by delivering on schedule, communicating clearly, and giving customers upfront pricing from start to finish.

🏡 A True Family Business– every project is treated like it's for their own family—with care, integrity, and attention to detail baked into the process.

📈 Scaling With Purpose– as the business grows, they're building out the team and systems to match—starting with a dedicated front line for every new customer inquiry.

🌟 About WeAssist 💡

🌍 Led by a Founder Who Cares– Reef Colman built WeAssist to empower individuals and create meaningful opportunities that support families.

⚡ Fast & Purposeful Recruiting– We move quickly but prioritize long-term fit, stability, and growth over just filling roles.

🌎 Connecting Global Talent– With 100+ outsourced professionals and growing, we link top talent worldwide with thriving US businesses.

❤️ Giving Back Matters– From building schools to feeding the homeless, we believe true success means making a difference.

🤝 An Inclusive & Thriving Culture– Your skills and unique gifts matter. We create an environment where outsourced professionals don't just work—they grow.

⚒️ Key Responsibilities of the Intake Specialist 📝

📞 Inbound Calls & Text Follow-Ups

💬 Social Media & Web Lead Intake

⏱️ Fast Response & After-Hours Lead Review

✅ Lead Qualification & Service Filtering

🗂️ CRM Entry & Team Handoff

🌱 Growth Into Estimates & Scheduling

Additional Information:

Review this Doc first!

How to Prepare for the Recruiting Process -

• https://docs.google.com/document/d/1tCWNqlU4gNG4nQaEeo5iSKNB8A8X7xAlVCMDvZwkdDk/edit?tab=t.0#heading=h.gt6n5ybw2ujb

📢 Why Are They Hiring an Intake Specialist? 🏢

Our client is hiring an Intake Specialist to become the first point of contact for every new customer who reaches out—whether by phone, text, Facebook, Instagram, or the website. Right now, lead intake is competing for attention with estimating, permitting, and moving jobs through the pipeline, and leads can't afford to wait. This hire will take full ownership of the intake process: answering quickly, capturing every detail accurately in the CRM, and handing qualified leads off to the team so nothing slips through the cracks. Full written and video SOPs are already in place, so you'll have a clear playbook from day one—and once intake is running smoothly, there's room to grow into providing rough estimate ranges and scheduling in-person estimates.

If you're an upbeat, detail-oriented communicator who enjoys answering calls and messages, keeping data clean, and making every customer feel heard from the very first hello—this role could be a great fit for you. ✨

✅ Qualifications:

Must-Haves:

• 📞 Strong Phone Communication– A clear, polite, engaging, and confident phone presence with customers.
• 📥 Intake Experience– Prior experience handling inbound calls and lead intake (admin, call center CSR, legal intake, or general intake roles all count).
• 🔍 High Attention to Detail– Meticulous data entry so names, contact numbers, project specs, and notes are always recorded accurately.
• ✍️ Prompt Written Communication– Able to craft polite, clear text messages and chat responses quickly.
• 🔀 Multi-Channel Juggling– Comfortable managing calls, texts, social media messages, and CRM alerts at the same time.
• 📋 SOP-Driven & Self-Starting– Follows written and video SOPs closely and stays productive with minimal supervision.

Nice-to-Haves:

• 🛠️ CRM Experience– Familiarity with House Call Pro or a similar CRM is a plus (basic training provided).
• 🏗️ Construction Background (Bonus)– Construction or concrete industry experience is a nice bonus, but not required.

Responsibilities of the Intake Specialist:

Your responsibilities include:

📞 Inbound Calls & Text Follow-Ups

• Answer all incoming calls through the LinkedPhone app (available on desktop and mobile)
• Handle a manageable call volume—typically under 10 calls per day
• Capture key details from every caller: name, phone number, email, project location, and project details
• Use LinkedPhone's SMS feature to text prospects, answer basic questions, and receive job site photos
• Monitor voicemails and call recordings to promptly call back or text any missed calls

💬 Social Media & Web Lead Intake

• Manage incoming Facebook and Instagram messages through Meta Business Suite—the largest source of leads
• Monitor website form submissions that come into House Call Pro and convert them into estimate files
• Manually enter social media lead details into House Call Pro so every inquiry is captured

⏱️ Fast Response & After-Hours Lead Review

• Respond to new messages and leads as quickly as possible—within the first 15 minutes during business hours
• Follow the team's escalation workflow to make sure no lead goes unanswered
• Every Monday (or next business day), review after-hours AI intake logs from the weekend in order from oldest to newest
• Bring all after-hours lead entries up to date in the CRM

✅ Lead Qualification & Service Filtering

• Qualify leads using written SOPs on travel distance, service area, and travel fees
• Politely decline requests for services the company doesn't offer
• Help refine and update qualification criteria in the SOP as new situations come up

🗂️ CRM Entry & Team Handoff

• Accurately log all lead information into House Call Pro
• Notify the team right away in the dedicated Slack channel once a lead is entered so estimating can begin
• Confirm system notifications are sent in House Call Pro when assigning records

🌱 Growth Into Estimates & Scheduling

• Once intake is mastered, learn to prepare rough project estimates using written and video SOP guides
• Provide prospective customers with rough budget ranges
• Schedule in-person estimate appointments for the field team

🧹 Downtime & Proactive Support

• Stay productive during quiet periods without needing constant direction
• Clean up, organize, and audit CRM records and system data
• Help update and expand the team's SOP documentation
• Pick up administrative micro-tasks that keep daily operations running smoothly

🏡 Want to Know More About the Client?

Our client is a family-owned concrete contractor that has spent more than 20 years serving Central Ohio and the surrounding communities. They handle the full range of residential concrete work—driveways, walkways, sidewalks, patios, slabs, and footers—along with stamped and decorative finishes designed to look like stone, brick, or wood. In an industry where reliability is hard to come by, they've built their reputation on the opposite: on-schedule delivery, clear communication, and upfront pricing from the first estimate to the final walkthrough.

At the core of it all is a family-first philosophy. Every project is treated with the same care and attention the owners would want for their own home, and every customer interaction is rooted in integrity and transparency. As the business continues to grow, they're building a team that keeps that personal touch front and center—starting with the very first conversation a customer has with them. 🌟

Culture and Core Values:

This is a close-knit, family-run team where independence is valued and every team member is treated as a genuinely important part of the business. The owners are appreciative, quick to say thank you, and openly hope their team members will one day outgrow them in skill.

• 🏡 Family Values, Always– Every project and every teammate is treated with the same care the owners would want for their own family.
• 🔍 Integrity & Transparency– Honest pricing and clear communication are how the whole team operates, inside and out.
• 🤝 Customer-First Relationships– Building strong, lasting relationships and exceeding expectations is the top priority.
• 💡 Ideas Welcome– You're encouraged to suggest better ways of doing things rather than sticking rigidly to old processes.
• 🙌 Valued & Appreciated– Team members are treated as a deeply integrated part of the company, and their work is recognized.

Together, this team is building something made to last—one happy customer and one honest project at a time. 💯

What's in it for you? 😏

Joining this client means not just filling a role but embarking on a personal development journey. The growth potential is substantial, with opportunities to:

• 📈 Real Growth Path– As the owners step back from daily operations, high performers are given expanded responsibilities and financial growth.
• 🌱 Skills Beyond Intake– Grow into estimating and scheduling once you've mastered the core role.
• 📋 Clear Playbook From Day One– Written and video SOPs are ready to help you ramp up with confidence.
• 🤝 High-Trust Environment– Work with owners who value independence and don't micromanage.
• 🙏 Appreciative Leadership– Join a team where gratitude is expressed often and your contributions matter.
• 🌎 Remote Flexibility– Do meaningful work from home while staying fully connected to the team.

Your next big opportunity starts here—ready to take the leap? 🚀

🫥 WeAssist: 😌

(Not your average Recruiting Firm…)

Started by Reef Colman just seven years ago, is not your typical staffing agency...

We are a dynamic recruiting firm focused on creating fair opportunities in the business world. We have a team of over 100 people. We help US businesses find skilled remote workers and connect these workers with good employers.

What makes us different is how much we care about our people! We give good benefits, support personal growth, and get involved in the community. We also support good causes like building schools, helping the homeless, and improving education. Come join us at WeAssist, where remote workers do their best!

Perks:

• 13th Month Bonus (Wild right?! 🤯)
• Permanent work-from-home / remote set-up 🌴
• Health insurance 🧑‍⚕️
• Dental insurance 🪥
• Mental health insurance 🧠
• Great starting salary 💰
• Growth opportunity 📈
• Performance-based raises 💸
• Prizes and bonuses 🏆

Specifics:

Time

• Full-time; 8:00am to 4:00pm EST Timezone
• This is a remote position so you can have the freedom to work from anywhere

Miscellaneous

• Attire - business casual when in meetings
• Professional setup
• Clean background
• Good camera
• Good microphone
• Strong wifi

Tech Stack

• 🛠️ House Call Pro (training provided; prior CRM experience preferred)
• 📞 LinkedPhone
• 📱 Meta Business Suite (Facebook & Instagram)
• 💻 Slack
• 🌐 Website Lead Manager (Nice-to-Have)

Compensation

• Fixed Rate $9,600 - $14,400/yr