Administrative Assistant / Operations Coordinator (Remote)

Job Description

ABOUT JOB

We are seeking a reliable, detail-oriented Administrative Assistant / Operations Coordinator to support daily operations, scheduling, customer communication, and sales support.

This is a long-term remote position, not a short-term contract. The right candidate will help keep schedules full, customers informed, and internal operations organized as the business grows.

Responsibilities

• Manage residential and commercial job scheduling, routing, confirmations, reschedules, and waitlists
• Proactively monitor weather and adjust schedules and routes as needed
• Handle inbound and outbound customer communication via phone, text, and email
• Build, send, and follow up on residential quotes and assist with commercial quoting when needed
• Support the sales team by entering jobs, coordinating schedules, tracking activity, and following up on unbooked or ghosted quotes
• Manage commercial accounts, including recurring schedules, approvals, and start dates
• Send invoices, process payments, track overdue accounts, and sync records with bookkeeping software
• Request, monitor, and respond to customer reviews and flag service issues for follow-up
• Execute marketing operations tasks such as email list management, campaign scheduling, and lead source tracking
• Create and maintain neighborhood playbooks to support sales efforts and route efficiency
• Communicate daily schedules and job notes with field crews and track availability or call-offs
• Prepare weekly dashboards showing revenue, job counts (residential, commercial, pressure washing), hours worked, cancellations, and sales performance
• Maintain internal checklists, onboarding documentation, dashboards, and standard operating procedures

Required Qualifications

• MUST LIVE IN OHIO
• Strong written and spoken English
• Prior experience in an administrative, operations, or virtual assistant role
• Excellent organization, time management, and attention to detail
• Comfortable handling schedules, calendars, and frequent changes
• Strong customer service and professional communication skills
• Comfortable using CRMs, spreadsheets, and online tools
• Reliable internet connection and ability to work independently
• Ability to remain calm and organized in a fast-paced environment

Preferred (Not Required)

• Experience supporting sales teams or home service businesses
• Experience with scheduling, dispatching, or route planning
• Basic invoicing or bookkeeping experience

Schedule & Compensation

• Hours: 10–15 hours per week to start
• Expected to increase to 15–25 hours per week as business volume grows
• Schedule: Must have availability during business hours
• Pay: Competitive hourly rate based on experience