Executive Assistant (Job ID: MARBEN1)
IMPORTANT - Watch this quick Loom video on how to get hired:
https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0
- C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.
- PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH
About the Client:
Our client is a successful, profitable, and fast-growing home services company based in Maryland, USA. Having been in business for 9 years, they pride themselves on quality service. Currently, the founder is the primary bottleneck for client-facing interactions. They are looking for a proactive, sharp, and highly organized Executive Assistant to step in, streamline their operations, and take ownership of their administrative and billing workflows.
About the Role:
We are seeking an Executive Assistant who is a master of organization and assertive yet professional communication. Your number one priority will be taking over invoice collection and past-due payment follow-ups to fix current cash flow bottlenecks.
Additionally, you will provide critical administrative support, coordinate website updates, and act as a vital backup for customer phone calls.
Key Responsibilities
1. Financial Admin & Collections (Top Priority)
- Follow up on past-due invoices and outstanding collections.
- Track and systematically manage aging accounts receivable (10-day and 30-day billing cycles).
- Request, collect, and organize missing client documentation (W-9s, 1099s, etc.).
2. Operations & Phone Coverage
- Provide seamless phone coverage and handle customer service inquiries (with intense focus during the July 17–31 vacation window).
- Assist with dispatch coordination and scheduling adjustments for field technicians.
- Process incoming web forms, lead inquiries, and general email correspondence.
3. Website Coordination & General Admin
- Act as the liaison between the business owner and the website developer to ensure updates, tweaks, and changes are executed accurately.
- Handle daily administrative tasks to free up the business owner’s time.
Qualifications & Skills
- Industry Experience: Prior experience working with US-based home services, plumbing, HVAC, or construction companies is highly preferred.
- Communication Skills: Flawless, near-native English fluency is critical. You must be entirely comfortable speaking with American clients over the phone regarding sensitive financial/billing matters.
- Tech-Savvy: Fast learner who easily navigates multiple software platforms, scheduling tools, and CRM systems.
- Assertive & Professional: Comfortable making outbound collections calls while maintaining excellent customer relations and upholding company culture.
- Social Media: Facebook and Social Media Savviness is beneficial
- Availability: Ready to start part-time immediately for a 1–3 week onboarding/ramp-up period, with the capacity to scale to full-time hours quickly.