Executive Assistant / Operations Coordinator (Job ID:SANSAM1EA)

Insideoutva; South Africa; Remote; ZAR 312,000 - 423,000; Full time

Job summary

Insideoutva is seeking an Executive Assistant / Operations Coordinator to support the CEO of a commercial and industrial generator services company. This remote role requires strong organization, proactive problem solving, and the ability to manage quotes and scheduling using FieldServio.

The position offers a full-time schedule, Monday to Friday, with English as the required language for all communications during the shift. Salary is $2000 per month, with a target start ASAP.

Qualifications

• Strong written and spoken English
• Ability to learn FieldServio or similar software within about a month
• Highly organized with project management aptitude
• Proactive and independent, with problem-solving focus
• Comfort using AI tools in daily workflow

Responsibilities

• Quote management: prepare and send accurate estimates using FieldServio
• Schedule and dispatch: coordinate technician allocations and communicate arrival windows
• Customer communication: be the point of contact after quote acceptance
• Process documentation: create SOPs and document workflows
• Dashboards & reporting: build trackers for quoting, scheduling and operations
• Process improvement: identify automation or optimization opportunities
• Proactive problem-solving: propose CEO-ready solutions using AI tools

Skills

English fluency

FieldServio learning

Project management

Proactive problem solving

AI tools

Tools

FieldServio

ChatGPT/Claude

Email/Calendar

Cadence

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)