Executive Operations Assistant - MLT

WeAssist.io LLC; Wapakoneta (OH); On-site; USD 10,000 - 14,000; Full time

Benefits offered by this job

Health insurance

13th Month Bonus

Permanent remote set-up

Growth opportunity

Prizes and bonuses

Mental health insurance

Dental insurance

Job summary

WeAssist.io LLC in the United States, Ohio region, seeks a proactive Executive Operations Assistant for a fully remote, full-time role. You will manage inbound calls, multi-channel communications, and job intake while coordinating permitting, scheduling, and SOP improvements to support frontline operations.

Expect to work with AI tools like Google Gemini and Slack to streamline processes. The position offers a real growth path, autonomy, and remote flexibility, with a competitive annual

Responsibilities

• Inbound Calls & Customer Communication
• Multi-Channel Inbox Management
• Estimating & Job Intake
• Permitting & Pre-Job Logistics
• Scheduling & Ongoing Project Support
• Proactive Lead Generation
• SOP Documentation & Process Improvement

Job description

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.

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

Responsibilities of the Executive Operations Assistant

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.

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.

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