CRM & Outreach Virtual Assistant

Position: CRM & Outreach Virtual Assistant Hours: 5-10 hours initially Purpose of Role To ensure all leads, prospects and contacts are consistently followed up, accurately recorded and moved through the sales process so that no opportunities are lost through lack of follow-up. Key Responsibilities 1. Outreach Campaign Management * Send pre-approved outreach messages to a defined list of prospects. * Track all messages sent. * Record responses in Notion. * Monitor responses on: * Day 3 * Day 7 * Any subsequent follow-up dates instructed. * Flag warm prospects requiring my personal attention. 2. Follow-Up Management * Review all contacts within Notion. * Identify where each contact sits within the sales process. * Select the appropriate follow-up template based on their stage. * Send follow-up messages on my behalf. * Record all activity within Notion and reset check in dates accordingly. * Escalate any conversations that require a bespoke response. 3. CRM Administration * Maintain accurate records for all contacts. * Ensure: * Name * Contact details * Source * Stage * Last contact date * Next action date * Notes are fully completed. * Identify missing information and update records where possible. 4. Database Clean-Up Project * Audit existing Notion databases. * Identify duplicate records. * Compare both databases and propose a consolidation plan. * Merge records only after approval. * Maintain a backup before any changes are made. * Produce a report showing: * Duplicate contacts * Missing information * Recommended actions . Weekly Reporting Skills Required * Strong attention to detail. * Excellent written English. * Experience using Notion is a must. * Comfortable following SOPs. * Able to make sensible decisions when selecting templates and updating lead stages. * Highly organised and proactive. Success Metrics * No lead left without follow-up. * CRM kept up to date. * All outreach completed on schedule. * Database accuracy maintained above 95%.