Personal Assistant: Sales Support, AI Ops and Bookkeeping

LocationIrvine, CAOn-site, not remote
Hours15–25 hrs/weekPart-time to start
Pay$18–$30/hourBased on experience and scope
GrowthPath to full-timeMore scope and pay as we grow

Position closed. Not accepting applications.

This role is on-site in Irvine, CA. It is not remote. You'll need to live in Irvine or nearby in Orange County with a short commute.

The role in short

Be the person who keeps everything running.

You'll work directly behind our sales manager. If you're doing this job well, four things are true:

The sales manager's calendar, inbox, and customer database (CRM) run smoothly.
Our AI automations stay healthy and get a little better every week.
The books are clean enough to hand to our accountant (CPA) at any moment.
Outbound prospecting keeps the sales pipeline from going quiet.

This is a generalist role for someone who likes owning recurring tasks from start to finish and is curious about AI tools. You don't need to be an engineer or an accountant. You do need to be organized, reliable, and comfortable learning new systems quickly.

About Retrofit Labs

Retrofit Labs builds AI tools and implements AI for businesses, based in Irvine, CA. Most of our work is hands-on building and implementation, and we do consulting on the side. One of the products we built and run is LoanWick, AI tools that help mortgage brokers, loan officers, and realtors respond to leads faster. We're a small, fast-moving team, so you'll have real ownership from day one and a direct line to the founder.

What you'll do

Four areas, one week.

Here's roughly how your time will split. Short explanations of the terms are in brackets.

~30% of your time

Sales manager support

Manage their calendar and inbox: prioritize meetings, protect focus time, draft and send routine emails, and track follow-ups so nothing slips.
Keep the CRM (customer database) clean: log leads, contacts, and activities correctly, run pipeline reports, and flag deals that have stalled.
Prepare for key meetings with one-page summaries, pipeline snapshots, and call notes.
Coordinate with vendors and partners: schedule demos, manage trial accounts, and track renewals and contracts.

~25% of your time

AI operations

Monitor our AI automations (lead response, outreach sequences, data syncs): check logs and dashboards, restart failed jobs, and write down what went wrong.
Maintain prompts, templates, and SOPs (step-by-step guides), and improve them based on results and feedback.
Keep the data our AI depends on (CRM fields, lead lists, tags) clean and consistent.
Put together a weekly AI performance report: responses sent, meetings booked, and conversion rates.

~20% of your time

Bookkeeping

Record and categorize transactions in QuickBooks Online.
Reconcile (match up) bank and credit card accounts every month and fix mismatches.
Accounts receivable (money coming in): create and send invoices, track payments, send polite reminders, and keep the aging report current.
Accounts payable (money going out): enter bills, check them against receipts and purchase orders, schedule payments for approval, and keep vendor records and W-9s.
Support the monthly close with profit-and-loss and balance sheet snapshots, receivable and payable aging, and a simple cash summary for the owner and CPA.

~25% of your time

Outbound sales

Build lead lists of loan officers, brokers, and realtors, add details, and load them into the CRM and dialer.
Run tailored email and LinkedIn outreach, track replies, and book demos onto the sales manager's calendar.
Keep a follow-up queue so no lead goes cold without a written reason.
Handle basic sales operations: update deal stages, log calls, and prepare simple win/loss and activity reports.

What success looks like

Your first 90 days.

First 30 days
You've taken over calendar and inbox management, learned our CRM and AI tools, and completed your first clean month-end reconciliation with support.
By 60 days
You're running outbound sequences on your own, producing the weekly AI performance report without being asked, and the sales manager is spending noticeably less time on admin.
By 90 days
The books close on time without hand-holding, you're suggesting improvements to prompts and workflows based on the data, and outbound is producing a steady flow of booked demos.

What we're looking for

Is this you?

Must-have

You live in Irvine or nearby in Orange County and can work on-site (not remote).
Excellent written English and clear, professional communication.
Strong organization and follow-through. You're comfortable owning recurring tasks without reminders.
You're proficient with Google Workspace or Microsoft 365, spreadsheets, and cloud file storage.
Hands-on experience with at least one CRM (HubSpot, Salesforce, or a mortgage-specific CRM).
Basic bookkeeping experience (entering transactions, reconciling, invoicing) in QuickBooks Online or similar.
You're comfortable learning AI tools, prompts, and automation workflows, and you genuinely want to get better at them.

Nice to have

Experience supporting a sales leader or executive in financial services, mortgage, or software (SaaS).
Familiarity with outbound sales (email, LinkedIn, phone) and basic sales operations.
Exposure to automation tools like Zapier or Make, AI chat tools, or basic scripting concepts.

The details

Logistics.

Hours: 15–25 hours per week to start, on-site in Irvine, CA.
Pay: $18–$30 per hour depending on experience and scope. That's roughly $1,500–$2,600 per month at 20 hours per week.
Tools: Google Workspace, QuickBooks Online, our CRM and dialer, our AI automation tools, and Slack.
Confidentiality: You'll sign an NDA (non-disclosure agreement) and handle sensitive financial and client data with discretion.
Trial period: 2–4 weeks with clear goals and weekly feedback, so both sides can confirm it's a good fit.
Growth: As the business grows, this role is designed to expand into full-time with more scope and higher pay.

Position closed

This position is closed.

We're not accepting applications for this role right now. Thank you for your interest in Retrofit Labs. See our careers page for any future openings.