Operations and Executive Support Coordinators

Peatech Services LLC; Richmond Heights (OH); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Flexible working arrangement

Job summary

Peatech Services LLC is hiring two coordinators to support operations and executive day-to-day priorities. Each coordinator will own assigned areas and provide backup for the other.

Responsibilities include managing reservations and calendars, responding to guest inquiries, maintaining listings, tracking tasks and expenses, and supporting marketing and executive activities. The role offers mentorship from leadership and opportunities for growth within Peatech.

Qualifications

• Handle confidential information with discretion and urgency.
• Strong organizational, multi-tasking, and follow-up skills with detail.
• Experience with online booking/calendar management, document control, and trackers.
• Review weekly associate reports, cross-reference tickets and deliverables, and prepare executive summaries.
• High level of accountability and professional communication.
• Flexible working arrangement with leadership mentorship.
• Opportunities for career growth within Peatech.

Responsibilities

• Monitor reservations across listing platforms and keep calendars synchronized to prevent double bookings.
• Respond to guest inquiries and concerns promptly, escalating issues as needed.
• Keep property listings accurate with photos, descriptions, amenities, and availability.
• Track cleaning, maintenance, guest requests and other tasks through to completion.
• Review weekly reports and ensure accuracy, following up on missing items.
• Turn meeting decisions into tickets and assign to the right people.
• Organize expenses, receipts, invoices, and records for accounting and tax prep.
• Maintain executive calendars and send reminders.
• Produce a concise weekly management dashboard highlighting issues, progress, overdue tasks, and leadership decisions needed.
• Coordinate documentation and support marketing campaigns as needed.

Skills

Organizational skills

Multi-tasking

Attention to detail

Calendar management

Document control

Operational trackers

Executive summaries

Communication

Confidentiality

Tools

Google Drive

Google Sheets

Job description

Peatech is hiring two coordinators to support Peatech’s operations and executive day-to-day priorities. Each coordinator will own assigned areas and provide backup for the other.

Key Responsibilities

Property Operations

• Monitor reservations across all listing platforms and keep calendars synchronized to prevent double bookings.
• Respond to guest inquiries and concerns promptly, escalating issues that need management attention.
• Keep approved property listings accurate and complete, including photos, descriptions, amenities, and availability.
• Track cleaning, maintenance, guest requests, and other property tasks through completion.

Remote Team Reporting And Performance

• Review each associate’s weekly report in the company drive and follow up on missing or incomplete reports.
• Compare reported work with assigned tickets, submitted files, agreed milestones, and other available evidence.
• Maintain a performance tracker covering deliverables completed, deadlines met, work awaiting review, unresolved blockers, and follow-up actions.
• Request confirmation from the appropriate project lead before marking technical work as accepted.
• Prepare a payment review summary showing agreed compensation, approved milestone or performance payments, and any items requiring management review. Management makes the final payment decision.

Peatech Operations And Executive Support

• Maintain a company-wide action tracker with owners, deadlines, and status updates; follow up until open items are resolved.
• Turn meeting decisions into tickets and confirm they are assigned to the right people.
• Organize expenses, receipts, invoices, and supporting records so they are ready for accounting and tax preparation.
• Maintain an inventory of company assets and help gather records for valuation and patent applications.
• Manage executive meeting calendars and send timely reminders.

Marketing And Communications

• Coordinate corporate documentation and follow-ups with professional advisers, while keeping organizational documents complete and organized.
• Help promote company initiatives, announcements, and social media channels.
• Support the marketing team with campaign coordination, content schedules, and follow-up tasks.

Additional Responsibilities

• Create simple checklists and procedures for recurring work, including weekly reporting, guest responses, expense submission, and meeting follow-up.
• Track contract renewals, subscriptions, filing deadlines, and other important dates.
• Help onboard new associates by confirming they have their assignments, reporting templates, and appropriate access.
• Produce a concise weekly management dashboard showing property issues, project progress, overdue tasks, missing records, and decisions needed from leadership.

Requirements & Qualifications

• Handle company, worker, financial, and guest information confidentially and flag urgent issues promptly.
• Strong organizational, multi-tasking, and follow-up skills with rigorous attention to detail.
• Experience with online booking/calendar management, document control (Google Drive/Sheets), and operational trackers.
• Ability to review weekly associate reports, cross-reference tickets and deliverables, and prepare executive summaries.
• High level of accountability, professional communication, and ability to handle sensitive executive matters.
• Competitive compensation with performance milestones and regular review.
• Comprehensive exposure across expanding operations at Peatech.
• Flexible working arrangement with direct mentorship from leadership.
• Structured procedures and templates with opportunities for career growth.