Executive Operations Assistant - MLT

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

• 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.

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

• Answer all incoming calls through the Linked Phone 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 Linked Phone and House Call Pro.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

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…