Executive Operations Assistant - MLT

Hiring: Full-Time Executive Operations Assistant - Remote - $9,600 - $14,400/yr

About the Client

20+ 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.

About WeAssist

Led by a Founder Who Cares- Reef Colman built WeAssist to empower individuals and create meaningful opportunities that support families.

Fast & Purposeful Recruiting- We move quickly but prioritize long-term fit, stability, and growth over just filling roles.

Connecting Global Talent- With 100+ outsourced professionals and growing, we link top talent worldwide with thriving US businesses.

Giving Back Matters- From building schools to feeding the homeless, we believe true success means making a difference.

An Inclusive & Thriving Culture- Your skills and unique gifts matter. We create an environment where outsourced professionals don't just work-they grow.

⚒ Key Responsibilities of the Executive Operations Assistant

Inbound Calls & Customer Communication

Multi-Channel Inbox Management

Estimating & Job Intake

Permitting & Pre-Job Logistics

Scheduling & Ongoing Project Support

SOP Documentation & Process Improvement

Additional Information:

Review this Doc first!

How to Prepare for the Recruiting Process -

• https://docs.google.com/document/d/1tCWNqlU4gNG4nQaEeo5iSKNB8A8X7xAlVCMDvZwkdDk/edit?tab=t.0#heading=h.gt6n5ybw2ujb

Why Are They Hiring an Executive Operations Assistant?

Our client is hiring an Executive Operations Assistant to take full ownership of the day-to-day administrative and operational backend so the owners can focus on scaling the business instead of managing the inbox, the phones, and the permit portals themselves. Right now, one of the owners is still carrying a heavy share of that admin load-this hire is meant to change that by stepping in, learning the business deeply, and running the backend with minimal oversight. Beyond keeping things running, this person will be expected to spot ways to make existing processes better and grow into a true right hand as the company scales.

If you're a self-starter who takes ownership without being asked twice, enjoys juggling calls, inboxes, and estimates with a calm and organized approach, and wants to build something alongside a growing family business-this role could be a great fit for you.
• Qualifications:

Must-Haves:

• Independent Ownership Mentality- You take initiative, solve problems before escalating them, and don't need to be micromanaged.
• Excellent English Communication- Strong writing and speaking skills, sharp attention to detail, and sound judgment.
• Strong Customer Service & Phone Skills- Comfortable fielding a steady stream of calls with a warm, upbeat, professional tone.
• SOP & Documentation Experience- You can follow existing processes closely and know how to document and refine them over time.

Nice-to-Haves:

• Bilingual (Spanish & English)- A big plus given the strong Spanish-speaking presence in the construction industry.
• Familiarity With Permitting & Site Plans- Knowledge of municipal rules (like setback requirements) or reading site plans shortens the learning curve significantly.
• Field Service Software Experience- Prior use of House Call Pro, Jobber, Service Titan, or similar platforms is a strong plus.
• Industry Background- Experience in concrete, general contracting, construction, or real estate is highly desired.

Responsibilities of the Executive Operations Assistant:

Your responsibilities include:

Inbound Calls & Customer Communication

• Answer 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 Management

• Monitor 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 Intake

• Log 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 Logistics

• Complete 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 Support

• Schedule 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 Generation

• During 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 Improvement

• Follow 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

Want to Know More About the Client?

Our client is a family-owned concrete contractor that has spent more than 20 years serving Central Ohio and the surrounding communities. They handle the full range of residential concrete work-driveways, walkways, sidewalks, patios, slabs, and footers-along with stamped and decorative finishes designed to look like stone, brick, or wood. In an industry where reliability is hard to come by, they've built their reputation on the opposite: on-schedule delivery, clear communication, and upfront pricing from the first estimate to the final walkthrough.

At the core of it all is a family-first philosophy. Every project is treated with the same care and attention the owners would want for their own home, and every customer interaction is rooted in integrity and transparency. As the business continues to grow, they're looking to build out the operational backbone that will let them scale without losing the personal touch that got them here.

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?

Joining this client means not just filling a role but embarking on a personal development journey. The growth potential is substantial, with opportunities to:

• 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.

Your next big opportunity starts here-ready to take the leap?

WeAssist:

(Not your average Recruiting Firm...)

Started by Reef Colman just six years ago, is not your typical staffing agency...

We are a dynamic recruiting firm focused on creating fair opportunities in the business world. We have a team of over 100 people. We help US businesses find skilled remote workers and connect these workers with good employers.

What makes us different is how much we care about our people! We give good benefits, support personal growth, and get involved in the community. We also support good causes like building schools, helping the homeless, and improving education. Come join us at WeAssist, where remote workers do their best!

Perks:

• 13th Month Bonus (Wild right?! )
• Permanent work-from-home / remote set-up
• Health insurance
• Dental insurance
• Mental health insurance
• Great starting salary
• Growth opportunity
• Performance-based raises
• Prizes and bonuses

Specifics:

Time

• Full-time; 8:00am to 4:00pm EST Timezone
• This is a remote position so you can have the freedom to work from anywhere

Miscellaneous

• Attire - business casual when in meetings
• Professional setup

• Clean background
• Good camera
• Good microphone
• Strong wifi

Tech Stack

• LinkedPhone
• Google Workspace / Google Drive
• Slack
• Meta Business Suite
• House Call Pro (training provided; experience with Jobber or Service Titan is a plus)
• Google Gemini AI
• Google Maps (Nice-to-Have, for satellite measurements)

Compensation

• Fixed Rate $9,600 - $14,400/yr