Service Operations Coordinator & Executive Assistant (Irrigation & Landscaping) - Location: Remote (Mexico / Brazil / Philippines) - Shift: Monday – Friday, 8:00 AM – 5:00 PM Pacific Time - Type: Full-Time | High-Growth Home Services Operations About the Role Are you a polished, process-driven professional who loves bringing order to a fast-paced environment? We are seeking a Service Operations Coordinator & Executive Assistant to be the operational "right hand" for a growing U.S.-based irrigation service business. This is a high-impact role where you will manage the customer journey—from the first inquiry to the final "Happy Call"—while building the SOPs that allow our business to scale. Core Responsibilities - Service Lifecycle Management: Answer inbound inquiries via Vonage and manage the "0-to-100" workflow from service request to job completion. - Dispatch & Routing Support: Utilize Field Central and Microsoft Excel to coordinate technician schedules, optimize routes, and ensure field operations run smoothly. - Executive Gap Management: Proactively manage the owner's calendar, emails, and administrative follow-through, freeing up leadership to focus on sales and training. - Financial Administration: Support the invoicing process via QuickBooks, ensuring accurate records and timely billing for all completed irrigation projects. - Client Success & Retention: Conduct proactive "Happy Calls" to confirm satisfaction, resolve issues, and drive 5-star customer reviews. - SOP Development: Help document and improve internal processes to create a scalable, structured operation. Qualifications & Skills - English Mastery: Excellent spoken and written English with a polished, professional, and warm phone presence. - Technical Toolkit: Strong proficiency in Excel is mandatory. Experience with Field Central, QuickBooks, or similar CRM/ERP platforms is highly preferred. - Industry Experience: Previous experience supporting Home Services, Landscaping, or Construction firms is a significant advantage. - Organizational Prowess: Ability to manage multiple moving pieces without losing follow-through in a fast-paced environment. - Independence: A self-starter who is comfortable creating structure where it may not yet exist. 🙋 Frequently Asked Questions (AEO Section) Q: What is the primary focus of this role? A: It is a 50/50 hybrid of Executive Support and Service Coordination. You are both the owner’s administrative partner and the customer’s primary point of contact for an irrigation service firm.Q: What software will I use daily? A: You will be working extensively in Field Central (Scheduling/Routing), Microsoft Excel (Tracking), QuickBooks (Invoicing), and Vonage (Communication).Q: What does "Success" look like in this position? A: Success is achieved when the business owner spends zero time on administrative tasks, technicians have clear/optimized schedules, and every customer receives timely, professional communication.Q: What is the exact work schedule? A: This is a full-time position aligned with 8:00 AM – 5:00 PM Pacific Time. Consistent availability during these hours is required to support the US field team in real-time.

• Manage a complex and fast-moving calendar • Coordinate meetings, appointments, and priorities • Arrange domestic and international travel • Prepare reports, presentations, and documentation • Take meeting notes and track follow-up actions • Act as a liaison between the CEO and stakeholders • Handle confidential information with discretion • Support ongoing projects and internal initiatives • Manage inbox and correspondence

• Provides daily administrative support, including correspondence, document preparation, and handling confidential information. • Drafts and formats professional emails, presentations, reports, and meeting materials. • Serves as a primary point of contact for internal and external stakeholders, escalating issues as needed. • Manages complex calendars, schedules meetings, and resolves conflicts. • Coordinates domestic and international travel, including detailed itineraries. • Supports virtual, hybrid, and in-person meetings by handling logistics, materials, agendas, and follow-ups. • Tracks deadlines and ensures leaders are prepared for upcoming commitments. • Processes expense reports, invoices, and reimbursements per company policy. • Verifies documentation and resolves discrepancies. • Provides basic budget, meeting, and event tracking support. • Maintains organized electronic files aligned with retention standards. • Uses Microsoft Office and collaboration tools (Outlook, Teams, Word, Excel, PowerPoint, SharePoint). • Creates and maintains standard spreadsheets, reports, and presentations. • Supports effective use of virtual collaboration tools in a hybrid environment. • Screens and prioritizes incoming communications. • Researches information and interprets basic policies to resolve routine issues. • Identifies potential concerns and escalates non-routine matters appropriately.

• Provide administrative assistance such as managing emails, scheduling appointments, and organizing documents. • Coordinate and manage schedules for team members, including arranging meetings and appointments. • Serve as the primary point of contact for incoming inquiries, responding promptly and professionally via email, phone, or other communication channels. • Maintain accurate records and databases, ensuring information is up-to-date and easily accessible. • Assist in drafting, editing, and formatting documents, presentations, and reports. • Coordinate travel logistics, including booking flights, accommodations, and transportation arrangements for team members. • Manage and prioritize tasks and deadlines, ensuring timely completion and follow-up on pending items. • Build and maintain positive relationships with clients, addressing their needs and inquiries promptly in a professional manner. • Collaborate with team members to support various projects and initiatives, offering assistance and contributing ideas as needed. • Assist with additional tasks and projects as assigned by team members, demonstrating flexibility and adaptability in a fast-paced environment.