Executive Assistant / Operations Coordinator (Job ID:SANSAM1EA)

Inside Out Hiring; United States; Remote; USD 20,000 - 24,000; Full time

Job summary

Inside Out Hiring is hiring an Executive Assistant / Operations Coordinator to support the CEO of a generator services company. This remote role welcomes candidates in LATAM or South Africa, with English fluency required for all communications.

The position focuses on efficient quoting, scheduling, and operational support. You will champion the FieldServio quoting process, help build SOPs, and develop dashboards to track performance while applying AI tools to accelerate decisions and improve

Qualifications

• Must be highly organized with strong project management aptitude.
• Proactively solve problems and bring solutions to the CEO.
• Professional fluency in written and spoken English for direct customer communication.
• Comfort with AI tools as part of daily workflow.
• Ability to learn FieldServio or similar field-service software within ~1 month.

Responsibilities

• Quote management: prepare and send accurate estimates using FieldServio.
• Coordinate scheduling and dispatch, noting travel times and estimated windows.
• Maintain proactive customer communication after quote acceptance.
• Document processes and create SOPs for scalable operations.
• Develop dashboards to monitor quoting, scheduling, and operational performance.
• Identify workflow improvements and propose automation or optimizations.
• Use AI tools to research issues and propose CEO-approved solutions.

Skills

Organizational skills

Project management

Proactive problem solving

Fluent English

AI-enabled workflow

Tools

FieldServio

Cadence

Email & Calendar software

ChatGPT / Claude

Job description

Exciting Remote Opportunity! We're Hiring an Executive Assistant / Operations Coordinator!

Are you a highly organized, proactive professional with a knack for process improvement and operations? We are looking for an exceptional Executive Assistant / Operations Coordinator to support the CEO of a commercial and industrial generator services company!

C1 ENGLISH LEVEL IS REQUIRED. The selected candidate will be speaking strictly in English during their whole shift.

Job Details at a Glance

• Job Title: Executive Assistant / Operations Coordinator

• Job ID: SANSAM1EA

• Industry: Commercial & Industrial Generator Services

• Location: LATAM or South Africa

• Job Status: Full Time

• Work Schedule: Monday to Friday, 8:00 AM to 5:00 PM Central Time

• Salary: $2000 per month

• Target Start Date: ASAP

About the Client

Our client provides generator sales and service support to commercial and industrial clients. The company relies on FieldServio, a field-service management platform comparable to ServiceTitan, to manage quoting, invoicing, asset tracking, customer records, and technician scheduling and dispatch.

About the Role

You will take ownership of the quoting process within FieldServio, ensuring estimates are prepared accurately and sent to customers promptly to support the company's revenue cycle. You will serve as a key operational partner to the CEO, learning the company's systems and processes to reduce turnaround time and improve customer responsiveness.

Key Responsibilities

• Quote Management: Prepare and send accurate, timely estimates to customers using FieldServio, prioritizing speed and precision to support revenue growth.

• Scheduling & Dispatch: Coordinate technician assignments by factoring in travel time and home base location, and communicate estimated arrival windows to customers.

• Customer Communication: Serve as a point of contact for clients after quote acceptance, confirming job details and keeping customers informed throughout the service cycle.

• Process Documentation: Build standard operating procedures for the role and support documentation of processes for other roles within the company.

• Dashboards & Reporting: Develop dashboards and tracking tools to monitor quoting, scheduling, and operational performance.

• Process Improvement: Identify opportunities to streamline quoting and scheduling workflows and propose automation or optimization solutions.

• Proactive Problem-Solving: Use AI tools to research and work through operational issues, bringing the CEO proposed solutions rather than unresolved problems.

Qualifications & Skills

Core Requirements:

• Strong computer proficiency with the ability to learn FieldServio or comparable field-service management software within approximately one month.

• Highly organized with strong project management aptitude.

• Demonstrated ability to work proactively and independently, bringing solutions rather than only surfacing problems.

• Professional fluency in written and spoken English sufficient for direct customer communication.

• Comfort working with AI tools as part of daily workflow, including using AI as a thinking partner to troubleshoot issues before escalating.

Bonus Points (Preferred):

• Experience in home services, field service, or construction-related operations.

• Prior experience supporting a senior leader or executive in a fast-paced operational environment.

• Experience building SOPs, dashboards, or process optimization initiatives.

Tech Stack

• FieldServio

• ChatGPT & Claude

• Email & Calendar software

• Cadence (internal communication/check-in platform)