Executive Operations Assistant - MLT

Hiring: Full-Time Executive Operations Assistant - Remote - $9,600 - $14,400/yrAbout the Client20+ Years in Business: our client is a family-owned concrete contractor serving Central Ohio and the surrounding areas.Full Residential Concrete Range: from driveways, walkways, and sidewalks to patios, slabs, and footers—plus stamped and decorative finishes (stone, brick, and wood-look designs).Built on Trust, Not Just Price: they stand out from unreliable contractors by delivering on schedule, communicating clearly, and giving customers upfront pricing from start to finish.A True Family Business: every project is treated like it's for their own family—with care, integrity, and attention to detail baked into the process.Scaling With Purpose: as the business grows, they're building out the systems and team to match—starting with the right operations partner.Key Responsibilities of the Executive Operations AssistantInbound Calls & Customer CommunicationMulti-Channel Inbox ManagementEstimating & Job IntakePermitting & Pre-Job LogisticsScheduling & Ongoing Project SupportSOP Documentation & Process ImprovementResponsibilities of the Executive Operations Assistant Inbound Calls & Customer CommunicationAnswer all incoming calls through the LinkedPhone system, handling everything from a quiet 2-3 calls a day up to 8-10 on busy days.Field genuine customer leads while filtering out sales solicitations.Take detailed messages and alert the team via Slack so they can follow up when available.Manage voicemails and outbound callbacks, including messages that come in over the weekend.Handle incoming customer text messages through LinkedPhone and House Call Pro.Multi-Channel Inbox ManagementMonitor and respond to direct messages on Meta Business Suite (Facebook & Instagram) generated by ad leads.Manage the central support email inbox—clearing spam, flagging important messages, and routing large job bids or site plans to the owners for review.Monitor the House Call Pro lead pipeline for inquiries generated through the website.Estimating & Job IntakeLog every new lead from Business Suite, email, and phone calls into House Call Pro as a new customer.Draft rough estimates using Google Maps satellite measurements and Google Gemini AI to formulate professional verbiage, aiming for a 24-hour turnaround.Submit drafted estimates for owner approval before they go out to the customer, with room to grow into sending estimates directly once accuracy is proven.Manage price negotiation requests from customers and coordinate with the client before applying any discounts.Permitting & Pre-Job LogisticsComplete and submit permit applications through individual city and township portals.Upload required attachments, including aerial or drawn-out site plans.Track portals and emails for permit status updates or additional city requests, logging everything accordingly.Call Ohio's 1-800-DIG utility line to report job site digging locations, following the existing SOP for required details.Scheduling & Ongoing Project SupportSchedule in-person finalized estimate visits once a customer approves a rough estimate.Coordinate city inspection appointments for the cities and townships that require them.Keep an eye on the House Call Pro job pipeline once a project is active to make sure everything is moving smoothly.Answer basic customer questions during active jobs, escalating anything unclear to the owners.Proactive Lead GenerationDuring slower periods, review archived or rejected leads in House Call Pro.Reach out to reconnect with warm leads and see if they're ready to move forward.SOP Documentation & Process ImprovementFollow existing SOPs for tasks like House Call Pro data entry and utility notification calls.Proactively suggest updates or improvements to SOPs as better ways of doing things are found.Participate in regular check-ins, with the goal of building enough trust and consistency to move toward a more autonomous schedule over time.Culture and Core Values This is a close-knit, family-run team where independence is valued and every team member is treated as a genuinely important part of the business. The owners are hands-on but don't want to micromanage—they're looking for someone who can run with responsibility and grow into it.Family Values, Always: Every project and every teammate is treated with the same care the owners would want for their own family.Trust & Independence: The owners want to hand off real ownership, not micromanage every task.Integrity & Transparency: Honest pricing and clear communication aren't just a sales pitch—they're how the whole team operates internally too.Community-Minded: A welcoming, trust-first environment where customers and teammates alike feel genuinely valued.Together, this team is building something built to last—one honest project and one strong process at a time.What's in it for you?Real Growth Path: Prove yourself and move from weekly check-ins to a highly autonomous, once-a-month rhythm, with more responsibility along the way.High-Trust Environment: Work with owners who want to hand off real ownership, not micromanage your every move.Remote Flexibility: Do meaningful work from home while staying fully connected to the team.Work With Modern AI Tools: Use tools like Google Gemini, ChatGPT, and Claude daily to work smarter, not just harder.Direct Access to Ownership: Work closely with the owners themselves, not layers of middle management.Learn a Thriving Industry: Gain hands-on exposure to estimating, permitting, and operations in the construction space.Perks13th Month Bonus (Wild right?! )Permanent work-from-home / remote set-upHealth insuranceDental insuranceMental health insuranceGreat starting salaryGrowth opportunityPerformance-based raisesPrizes and bonusesSpecifics TimeFull-time; 8:00am to 4:00pm EST TimezoneThis is a remote position so you can have the freedom to work from anywhereMiscellaneousAttire - business casual when in meetingsProfessional setupClean backgroundGood cameraGood microphoneStrong wifiTech StackLinkedPhoneGoogle Workspace / Google DriveSlackMeta Business SuiteHouse Call Pro (training provided; experience with Jobber or Service Titan is a plus)Google Gemini AIGoogle Maps (Nice-to-Have, for satellite measurements)CompensationFixed Rate $9,600 - $14,400/yr#J-18808-Ljbffr