Executive Assistant & Operations Coordinator

About EDGE Outdoors

EDGE Outdoors is a growing outdoor living construction company based in Greenville, South Carolina. We design and build screen rooms, sunrooms, power screen systems, pergolas, and related outdoor living projects.

We are looking for an exceptional Executive Assistant and Operations Coordinator to work directly with one of the company owners. This is not a basic data entry or task-only virtual assistant position. We need someone who can become a trusted right hand — helping the owner stay organized, follow through on commitments, communicate professionally, and keep important responsibilities from falling through the cracks.

The right person will be proactive, highly organized, comfortable communicating with American customers, and confident working across email , scheduling, phone calls, customer follow-up, administrative tasks, QuickBooks, and business systems.

Position Summary

This role combines executive assistance, customer communication, appointment scheduling, business administration, and light bookkeeping support. The assistant will help protect the owner's time, maintain a reliable view of priorities and deadlines, and provide the administrative support that keeps the company's systems, customer follow-up, and financial records organized.
As the company grows, this role will evolve toward deeper executive support and strategic operations.

Primary Responsibilities

Executive and Daily Support

• Participate in a brief daily planning call with the owner.
• Capture brain dumps, voice notes, and meeting discussions and convert them into organized tasks, priorities, reminders, and follow-up items.
• Maintain the owner's daily and weekly task lists, schedule, deadlines, commitments, and outstanding decisions. Prepare daily priority lists and weekly planning summaries.
• Identify scheduling conflicts, overdue items, and potential problems before they become urgent.
• Follow up respectfully with the owner and team members to help ensure important tasks are completed.
• Prepare meeting agendas, take organized notes, document decisions, and track resulting action items.

Email and Inbox Management

• Review, organize, and maintain the owner's email inbox. Identify and flag urgent or important messages and separate actionable email s from informational or low-priority messages.
• Draft professional responses for review and respond directly to approved types of messages when authorized.
• Track email s that require a response, decision, or follow-up so important communication is not overlooked.
• Maintain organized folders, labels, and follow-up systems for customer, vendor, subcontractor, and internal communication.

Phone Answering and Appointment Scheduling

• Answer incoming business calls professionally during assigned U.S. Eastern Time business hours. Serve as a friendly and professional first point of contact for prospective and existing customers.
• Follow company-approved call scripts and qualification standards. Gather essential information from new leads, including contact information, property details, desired service, timeline, and lead source.
• Ask approved qualifying questions to determine whether the customer and project are a potential fit for EDGE Outdoors. Enter complete and accurate call notes into the company CRM.
• Review the owner's availability and schedule qualified sales appointments directly on the appropriate calendar. Confirm, reschedule, or cancel appointments and keep the calendar accurate.
• Follow up with missed calls, voi cemail s, website inquiries, and customers who have not completed scheduling. Route urgent matters to the correct person and filter spam and solicitations.

Customer Communication and Sales Follow-Up

• Follow up with prospective customers who have outstanding quotes or have not responded. Monitor the sales pipeline, outstanding quotes, and appointments so opportunities are not lost.
• Help maintain consistent communication with active customers using approved information and templates. Answer basic customer questions and escalate urgent, sensitive, or technical issues.
• Document customer communications, outcomes, and next steps in the CRM. Maintain a professional, confident, helpful, and friendly tone that represents the company well.

Bookkeeping, Payroll, and Payment Support

• Assist with preparing and maintaining payroll information, including employee hours, approved pay rates, reimbursements, and other payroll-related records. Help prepare payroll and subcontractor payments for owner review and approval.
• Track subcontractor work orders, approved amounts, invoices, payments, and outstanding balances. Match vendor invoices and subcontractor bills to the correct customer, project, or expense account.
• Enter approved bills, expenses, vendor information, and other transactions into QuickBooks Online. Collect and organize invoices, receipts, work orders, W-9s, insurance certificates, and payment records.
• Monitor accounts payable and maintain a clear list of upcoming, due, and overdue payments. Follow up when invoices, receipts, approvals, or required documentation are missing.
• Prepare concise weekly summaries of payroll due, subcontractor payments, vendor invoices, cash commitments, and items requiring approval. Coordinate with the company's bookkeeper, accountant, or payroll provider when needed.

Business Operations, Systems, and Reporting

• Keep JobTread, QuickBooks, company calendars, task lists, and other approved systems accurate and current. Review CRM records for missing notes, incomplete tasks, and inaccurate information.
• Collect and organize information for KPI scorecards, financial reviews, sales reports, and leadership meetings. Assist with tracking leads, lead sources, appointment outcomes, and other approved performance measurements.
• Monitor recurring workflows and automations for failures or incomplete records and report issues to the owner. Assist with customer email templates, reminders, follow-up sequences, and other approved automations.

Documentation, Hiring, and File Management

• Assist with company forms and maintain organized customer, project, employee, vendor, and subcontractor records. Upload, name, sort, and manage files using company naming and storage standards.
• Convert recurring instructions and workflows into checklists, templates, and standard operating procedures. Help maintain company policies, training materials, and process documentation.
• Assist with administrative hiring and onboarding tasks, including scheduling interviews, gathering documents, and completing checklists. Protect confidential financial, employee, customer, and company information at all times.

Authority and Escalation

The assistant is expected to resolve authorized administrative matters independently and bring important issues forward early. Strategic decisions, contractual commitments, hiring decisions, payment authorization, changes to approved financial information, and other consequential business decisions remain subject to owner approval.

Required Qualifications

• Exceptional spoken and written English. Clear, natural, confident, and easily understandable phone communication.
• Comfort speaking directly with U.S.-based customers, vendors, and subcontractors.
• Strong organization, attention to detail, follow-through, and personal accountability.
• Ability to turn unstructured conversations and ideas into clear tasks and next steps.
• Ability to manage multiple priorities and distinguish urgent matters from items that can wait.
• Professional judgment, discretion, and respect for confidential information.
• Comfort using email , calendars, cloud-based files, and online business software. Willingness to learn new software, procedures, and construction industry terminology.
• Reliable computer, professional headset, stable internet connection, and quiet workspace with a dependable backup plan for internet or power interruptions.
• Availability to work full-time during agreed U.S. Eastern Time business hours and participate in voice and video calls.

Preferred Qualifications

These qualifications are helpful but not mandatory:

• Experience as an executive assistant, administrative assistant, operations coordinator, or customer service representative — especially working directly with a business owner or executive.
• Experience supporting a construction, home service, or project-based company.
• Familiarity with QuickBooks Online and basic bookkeeping principles.
• Experience with a CRM, project management platform, or customer scheduling system.
• Customer service, inbound phone answering, lead qualification, or appointment scheduling experience.
• Experience creating email templates, administrative automations, reports, or standard procedures.
• Basic understanding of invoices, expenses, vendors, subcontractors, payroll records, and customer payments.

Advanced accounting or complex spreadsheet expertise is not required. Basic accounting knowledge and confidence working with accurate financial records would be a strong advantage.
The Person We Are Looking For

• Naturally keeps people, information, and projects organized. Creates order from scattered information and incomplete conversations.
• Takes ownership instead of waiting for every individual instruction.
• Knows how to respectfully remind a busy owner about commitments. Communicates problems early rather than allowing them to become emergencies.
• Asks thoughtful questions and verifies unclear information instead of guessing.
• Is comfortable learning new systems and steadily taking on greater responsibility.
• Wants to grow into a trusted, long-term role within a developing company.

We do not expect this person to know everything on the first day. We do expect clear communication, fast learning, accurate notes, consistent follow-through, and a genuine willingness to take responsibility.

Working Schedule

• Full-time remote position based in the Philippines.

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