Operations Coordinator

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JOB TITLE

Operations Coordinator

JOB ID

SPRGOL1

INDUSTRY

Landscaping

LOCATION

LATAM / PH

JOB STATUS

Full Time

WORK SCHEDULE

8:00am - 5:00pm EDT

SALARY

$8- $10 p/h

TARGET START DATE

ASAP

ROLE OVERVIEW

About the Client: A rapidly growing, owner-operated landscaping, site work, and excavation company is seeking a dedicated, full-time Virtual Executive Assistant to support the principal/owner. As a business currently run by one person managing an on-site team of approximately eight, the need is urgent (ASAP) for a highly organized and proactive individual to manage the essential back-office administration and communications. The ideal candidate will serve as a vital personal assistant and business administrator, freeing up the owner to focus on field operations and business growth.

About the Role: This is an opportunity to be the organizational backbone of a dynamic contracting business. We are looking for a critical thinker who is not only capable of executing tasks but can also add value by identifying and implementing more efficient ways of working. You will work directly and exclusively for the owner, building a strong, committed, one-on-one professional relationship.

Key Responsibilities

Administrative & Organizational Management

• Work Order & Project Organization: Receive, organize, and prioritize new job information, estimates, and work orders (often via scanned documents or email) from the owner.
• Workflow Prioritization: Establish and maintain a clear, prioritized order of operations for all ongoing and incoming work to ensure the owner and business stays on track.
• Back Office Administration: Manage essential paperwork and administrative tasks, including ensuring all necessary documents are completed and filed.
• Invoicing & Billing: Proactively manage the invoicing process for completed work to ensure timely payment.

Communication & Client Relations

• Telephone Management: Handle and screen incoming business phone calls, typically Monday through Friday from approximately 9:00 AM to 3:00 or 4:00 PM (time zone as required by the business).
• Email Management: Manage the company's inbox, ensuring prompt and organized response to all business communications.
• Internal Communication: Assist the owner in managing and coordinating with the on-site team of approximately eight employees.

Process Improvement

• Proactive Problem Solving: Identify areas for improvement in current business processes, offering and implementing smarter, more efficient solutions for workflow and organization.
• Technology Fluency: Utilize and be willing to train on the latest AI tools and technology to enhance business efficiency.

Qualifications & Skills

Experience: Proven experience in a high-volume administrative or executive assistant role, preferably within a contracting, construction, or similar service-based industry.

Organizational Mastery: Exceptional ability to create and maintain organizational systems, managing multiple work streams without supervision.

Communication:

• Excellent English fluency with minimal to no accent to effectively communicate with customers and the owner.
• Ability to hold a professional conversation and communicate clearly, rather than reading from a script.
• (Optional but highly valued) Bilingual skills (e.g., Spanish/English) to assist with communication with a potentially Spanish-speaking workforce.

Commitment: Must be willing to work exclusively for this company; no concurrent external contracting or clients permitted.

Proactivity: A self-starter and critical thinker who can take initiative without constant micromanagement.

Technical Setup: Must have a reliable, high-speed fiber optic internet connection and a backup power supply to ensure consistent availability for remote work.