[Hiring] Executive Assistant/Operations Support @Coconut

Role Description

We’re currently looking for top talent to fill the role below:

• Role: Executive Assistant/Operations Support
• Monthly Rate: $750
• Availability: Part-time 20 hours/week
• Time Zone: 10 AM Pacific time

To streamline your application, please carefully review and complete ALL THREE items below before proceeding to the application form.

What to Prepare:

• English Proficiency Rating – You will need to enter your CEFR English proficiency level in the application form. If you’re unsure of your rating, you can take a quick assessment here: EF SET Quick Check.
• Coconut VA Profile (Resume) – Before submitting your application, please create your Coconut VA profile using this template: Coconut VA Profile Template. ⚠️⚠️⚠️ YOUR RESUME MUST FOLLOW THIS FORMAT AND SHOULD BE IN ENGLISH. This is a test of how keen you are with details and how well you follow instructions. ⚠️⚠️⚠️
• 1-Minute Introduction Video – Record a short introduction video (preferably using Loom) and provide the link in your application. Before you do, check out these video tips and sample videos. Important: By submitting your video, you grant Coconut permission to share it on our platforms to help increase your chances of being matched with a client. Videos with broken or dummy links will result in disqualification.

Experience Needed:

Responsibilities:

• Capture leads from all channels and enter them into Stageforce/CRM so no leads are lost.
• Organize and categorize inbound leads inside the CRM.
• Respond to new leads quickly, ideally same day or next day, to keep them warm in a fast-moving real estate environment.
• Call or follow up with leads after form submissions to gather missing details and make the first point of contact.
• Qualify and filter leads so Dani only spends time on stronger-fit prospects.
• Create soft proposals in Canva using Dani’s existing template and criteria.
• Send proposals and manage follow-up communication after proposals go out.
• Track accepted proposals and support next steps once clients sign and pay.
• Handle contract renewal outreach for staged homes coming up on end dates, including checking whether to send an extension invoice or schedule destaging pickup.
• Support basic invoicing and admin follow-up tied to signed projects and renewals.
• Potentially assist with a landing page connected to Shopify for the future Elevated Home product line, depending on complexity.

Good to have:

• Stageforce experience, though not required.
• Basic invoicing experience.
• Comfort pulling reports / basic data handling.
• AI tool familiarity, including Claude.
• Ability to help with light landing page / Shopify setup.
• Natural communication skills on calls; should not sound overly salesy.

Requirements

• Strong customer service aligned with a luxury brand experience.
• CRM experience.
• Some sales administration experience.

Industry/Tools Experience

• Stageforce
• Canva
• Outlook
• QuickBooks
• eSignly
• Shopify

Benefits

• Competitive Salary – We recognize your skills and experience with a great compensation package.
• 13th Month Pay – Enjoy an extra month’s salary—because who doesn’t love a little bonus?
• Paid Time Off – Recharge with 12 days of PTO to use however you like—vacation, self-care, or just a break from it all!
• US Holidays Off – Enjoy 12 paid US holidays throughout the year.
• Maternity & Paternity Leave – We support growing families with dedicated leave for new parents.
• Comprehensive Healthcare – We’ve got you and your family covered with quality healthcare benefits.
• Life Insurance* – Our full-time HMO plan includes life insurance for extra peace of mind.
• Mental Health Support – Prioritize your well-being with access to mental health consultations and wellness resources.
• Milestone Gifts & Birthday Treats – We celebrate your achievements and make your special day even better!
• Exciting Team Experiences – Think island getaways, virtual town halls, and regional meetups—because work should be fun, too!
• Stay Connected – Be part of a supportive network where you can learn, grow, and connect with amazing people.

Some benefits may vary. Full details will be provided during the onboarding process.