[Hiring] Executive Assistant / Operations Coordinator @Inside Out Hiring

Role Description

We are looking for an exceptional Executive Assistant / Operations Coordinator to support the CEO of a commercial and industrial generator services company.

Key Responsibilities

• Quote Management: Prepare and send accurate, timely estimates to customers using FieldServio, prioritizing speed and precision to support revenue growth.
• Scheduling & Dispatch: Coordinate technician assignments by factoring in travel time and home base location, and communicate estimated arrival windows to customers.
• Customer Communication: Serve as a point of contact for clients after quote acceptance, confirming job details and keeping customers informed throughout the service cycle.
• Process Documentation: Build standard operating procedures for the role and support documentation of processes for other roles within the company.
• Dashboards & Reporting: Develop dashboards and tracking tools to monitor quoting, scheduling, and operational performance.
• Process Improvement: Identify opportunities to streamline quoting and scheduling workflows and propose automation or optimization solutions.
• Proactive Problem-Solving: Use AI tools to research and work through operational issues, bringing the CEO proposed solutions rather than unresolved problems.

Qualifications

• Strong computer proficiency with the ability to learn FieldServio or comparable field-service management software within approximately one month.
• Highly organized with strong project management aptitude.
• Demonstrated ability to work proactively and independently, bringing solutions rather than only surfacing problems.
• Professional fluency in written and spoken English sufficient for direct customer communication.
• Comfort working with AI tools as part of daily workflow, including using AI as a thinking partner to troubleshoot issues before escalating.

Bonus Points (Preferred)

• Experience in home services, field service, or construction-related operations.
• Prior experience supporting a senior leader or executive in a fast-paced operational environment.
• Experience building SOPs, dashboards, or process optimization initiatives.

Requirements

• C1 English level is required; the selected candidate will be speaking strictly in English during their whole shift.
• Please submit your resume and audio recording in English.

Benefits

• Salary: $2000 per month
• Work Schedule: Monday to Friday, 8:00 AM to 5:00 PM Central Time
• Target Start Date: ASAP