Operations coordinator

Our client is a growing flooring and remodeling company focused on improving operational efficiency, customer communication, scheduling, and internal organization as the business continues scaling. Leadership is seeking a highly proactive Executive Assistant capable of helping manage day-to-day operations, communication, scheduling, and administrative coordination across the business.

Location

Fully Remote | 9 AM – 5 PM EST

Role Overview

The Executive Assistant & Operations Coordinator will serve as a key support partner to leadership, helping manage schedules, follow-ups, customer communication, operational coordination, and administrative workflows.

This role requires someone highly organized, detail-oriented, proactive, and capable of staying on top of multiple moving pieces without constant oversight. The ideal candidate can anticipate needs, create structure, maintain organization, and help leadership operate more efficiently in a fast-paced environment.

Key Responsibilities

Executive & Administrative Support

• Manage calendars, scheduling, reminders, and meeting coordination
• Organize inboxes and assist with follow-ups and communication management
• Help prioritize tasks and maintain day-to-day organization
• Assist with administrative support, documentation, and reporting

Operations & Coordination

• Coordinate schedules, appointments, and operational workflows
• Help track projects, timelines, and pending tasks
• Communicate with customers, vendors, subcontractors, and internal teams
• Assist with operational organization and process management

CRM & System Management

• Maintain accurate records within Odoo and internal systems
• Assist with customer records, invoicing coordination, and workflow tracking
• Help ensure operational systems remain organized and updated

Customer Communication

• Follow up with customers regarding scheduling and project updates
• Maintain professional communication and responsiveness
• Help ensure customer interactions are organized and timely