Many contractors don’t think they need help until they realize how much time they’re spending answering calls, chasing leads, scheduling estimates, following up with clients, and handling paperwork after hours or when they are trying to meet a looming deadline.
Missed Opportunities = Missed Income
Every minute spent on administrative work is time you’re not spending on the job site, with your family, or growing your business.
A virtual assistant isn’t about adding another expense—it’s about helping you do more business and have more time. Even missing one qualified lead or forgetting one follow-up can cost far more than the investment in support.
We help ensure your calls are answered, your leads are tracked, and your calendar is organized and full while you focus on the work that makes you money.
We act as your remote Operations Coordinator, handling the scheduling, communication, and organization that keeps your business running smoothly. You stay focused on the job site — We manage everything behind the scenes.
Detailed Services:
1. Appointment Setting & Calendar Management
We manage your entire schedule — booking inspections, estimates, installations, and follow-up visits. We coordinate with your crew’s availability and prevent double-bookings or scheduling conflicts. We send appointment reminders, estimate appointment confirmations, and can use calendar synchronization – booking site walks, estimates, consults etc. through a shared calendar.
2. Lead Response & Fast Follow-Up
We respond to all incoming leads from Google Ads, Facebook, your website, emails, and texts — often within minutes. We gather customer information, pre-qualify leads (specific questions tailored to your firm), organize incoming requests, prompt response to missed calls and lead capture assistance.
3. Lead Qualification & Nurturing
We prequalify leads by asking the right questions (roof replacement vs repair, system age, urgency, etc.). For leads not ready to book, we run professional nurturing sequences with helpful follow-ups and seasonal reminders.
4. Client Communication & Intake
We handle all client communication in your company’s professional tone — answering questions about timelines, warranties, financing, and project status. We make sure clients feel cared for and informed.
5. Project Coordination
We act as the bridge between you, clients, architects, subcontractors, and suppliers. This includes coordinating site meetings, managing design changes, and keeping everyone aligned so jobs stay on time and on budget.
6. CRM & Job Organization
We keep your CRM (Jobber, Housecall Pro, Google Sheets, etc.) updated with lead notes, job details, and customer history. Everything stays clean and accessible when you need it.
7. Basic Invoicing & Admin Support
We assist with sending invoices, following up on payments, organizing job files, and handling routine administrative tasks.
8. Weekly Reporting
You’ll receive a simple weekly summary showing:
- New leads received
- Appointments booked
- Follow-ups sent
- Current pipeline status
9. Communication Liaison
We serve as a central point of contact between project managers, field crews, architects etc to ensure everyone stays on track. This includes following up on outstanding questions and approvals and relaying project updates.
10. Marketing & Running-Ads
We can run ads through your site, Facebook, or Google to introduce promotions for your business and track the leads that come in from advertising.
11. Customer Service Support
We respond to RFI’s, appointment questions, and all general customer communication. It can either be after the missed call or through a dedicated line or other way of communication.
12. Email Management
We answer (if needed) and organize all incoming emails and inbox, respond to routine requests, escalate important issues, and create a task list from incoming emails, so no more guesswork and trying to locate an email you received two weeks ago.
13. Permits
We can submit permits to the appropriate parties and track their status to keep you updated on job progress.
14. Coming Soon- Financial/QuickBooks tasks. Stay tuned for more financial services!
Why Use OnPoint Scheduling?
Every hour spent chasing paperwork, coordinating schedules, or answering routine calls is an hour not spent estimating jobs, managing crews, or growing the business.
We Help:
- ✓ Stay organized
- ✓ Improve communication
- ✓ Reduce missed appointments
Why Use OnPoint Scheduling?
Whether you need help with a single task or ongoing support, services can be customized to fit your business needs. Take support to the next level.
- ✓ Speed up client response times
- ✓ Keep projects moving smoothly
- ✓ Free up valuable time for revenue-producing work