Executive Assistant & Business Operations Coordinator

Bookkeeping, Customer Coordination & Service Business Support

We are looking for a highly organized, dependable, and proactive Executive Assistant & Business Operations Coordinator to support the day-to-day operations of a growing U.S.-based business. This position combines executive assistance, administrative support, bookkeeping assistance, customer coordination, scheduling, CRM management, and operational follow-through. The ideal candidate is someone who is comfortable wearing multiple hats, pays close attention to details, and can take ownership of routine business tasks without needing constant direction. Experience in construction, HVAC, plumbing, electrical, roofing, remodeling, landscaping, property management, or other service-based businesses is a strong advantage.

Key Responsibilities:
1. Executive & Administrative Support

• Manage email , calendar, appointments, meetings, and reminders
• Coordinate schedules and maintain accurate calendars
• Organize company documents, records, and business information
• Track outstanding tasks, deadlines, and priorities
• Prepare reports, spreadsheets, and administrative documents
• Assist with research and special assignments
• Provide day-to-day administrative support to the owner or management team

2. Bookkeeping & Financial Administration

• Assist with invoices, bills, receipts, and expense documentation
• Enter and organize financial information accurately
• Assist with accounts payable and accounts receivable processes
• Help monitor outstanding invoices and payments
• Support basic reconciliation and financial reporting
• Maintain organized financial records and supporting documentation
• Coordinate with internal team members or external bookkeepers when needed

3. Customer & Service Coordination

• Respond to or assist with customer inquiries and requests
• Schedule appointments, service calls, and follow-ups
• Coordinate information between customers, vendors, contractors, and internal team members
• Track open customer requests and ensure timely follow-up
• Maintain accurate customer records
• Update CRM information and activity
• Escalate issues that require management attention

4. Daily Business Operations

• Help coordinate day-to-day administrative activities
• Monitor outstanding operational items
• Follow up with team members, vendors, and customers
• Keep important information and records organized
• Identify tasks that need attention before they become problems
• Help improve administrative processes and workflow
• Provide general operational support wherever needed

Systems & Software:

• Experience with any of the following is a plus:
• QuickBooks Online
• Housecall Pro
• ServiceTitan
• Buildertrend
• GoHighLevel
• Asana
• Google Workspace
• Microsoft Office / Excel

You do not need experience with all of these. Strong organizational skills, attention to detail, and the ability to learn new systems are more important.

What We're Looking For:

• 2+ years of experience in Executive Assistance, Administration, Operations, Bookkeeping, or a related role
• Strong organizational and time-management skills
• Basic bookkeeping knowledge
• Excellent written and spoken English
• Strong attention to detail and accuracy
• Excellent follow-up and communication skills
• Comfortable managing multiple priorities
• Able to work independently and take ownership of responsibilities
• Comfortable communicating with customers, vendors, and team members
• Technology-savvy and able to learn new software quickly

Preferred Industry Experience:
Experience supporting any of the following is highly desirable:

• Construction
• HVAC
• Plumbing
• Electrical
• Roofing
• Remodeling
• Landscaping
• Home services
• Property management
• Other U.S.-based service businesses

What Success Looks Like:
You help the owner and team stay organized, ensure administrative and financial tasks are completed accurately, keep customers and vendors properly coordinated, and make sure operational follow-ups are handled on time.
This is a long-term opportunity for someone who wants to become a trusted business operations professional rather than remain limited to a traditional VA or administrative role.