Job Overview:

Are you a master of organization ready to drive real impact across two dynamic industries?

We are looking for a proactive Executive Operations Coordinator (Construction & SaaS) to be the strategic backbone for two rapidly growing businesses! In this high-trust, high-visibility role, you’ll take full ownership of daily operations, cross-industry project management, and executive support. It’s the perfect playground for a process-driven builder who thrives on creating structure, optimizing systems, and driving total operational clarity. If you are ready to bring your elite organization and initiative to a fast-paced environment where your work truly matters, we want to hear from you! 

Schedule:

Monday - Friday, 7:00 AM - 11:00 AM New Zealand Time (20 work hours per week)

Responsibilities:

Executive & Administrative Support

• Manage executive calendars, schedules, and appointments.
• Coordinate emails and maintain professional correspondence.
• Track action items and ensure timely follow-up.
• Prepare documents, reports, and meeting notes.
• Organize digital files and documentation.
• Support executive decision-making through effective administration.

Operations & Project Coordination

• Coordinate multiple projects and monitor progress.
• Ensure tasks are completed on schedule.
• Track project deliverables and deadlines.
• Improve workflows and operational efficiency.
• Assist in developing and maintaining Standard Operating Procedures (SOPs).
• Identify process improvement opportunities.

Customer & CRM Administration

• Maintain accurate CRM records.
• Support customer communication and follow-ups.
• Track customer requests and ensure timely resolution.
• Assist with reporting and data management.

Software Platform Support

• Coordinate product demonstrations.
• Assist with trial account setup and onboarding.
• Support customer onboarding processes.
• Help coordinate software documentation.
• Track customer feedback and feature requests.
• Assist with product development coordination.
• Monitor bug reports and follow through to resolution.

Reporting & Accountability

• Generate operational reports.
• Monitor task completion and project status.
• Track KPIs and accountability metrics.
• Maintain accurate records and documentation.

Requirements:

• Reliable computer/laptop
• Stable high-speed internet connection
• Quality headset with microphone
• Quiet home office environment

Qualifications:

Required Qualifications

• Proven experience as an Executive Assistant, Operations Coordinator, Virtual Assistant, or similar administrative role.
• Strong organizational and time management skills.
• Excellent written and verbal English communication.
• Ability to manage multiple priorities simultaneously.
• Highly proactive with strong follow-through.
• Detail-oriented with excellent problem-solving skills.
• Comfortable working independently with minimal supervision.
• Strong documentation and process management skills.
• Experience using CRM systems and productivity software.
• High level of professionalism and confidentiality.

Preferred Skills:

Experience with any of the following is highly desirable:

• CRM platforms
• Project management software
• Process documentation
• SOP creation
• Customer onboarding
• Software implementation support
• Product coordination
• Executive calendar management
• Reporting and KPI tracking

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring

Why Join Us?:

This is an opportunity to become a trusted business partner rather than simply an administrative assistant. You'll work closely with leadership, contribute to improving business operations, and play an important role in supporting the continued growth of two dynamic businesses. If you're someone who enjoys solving problems, building efficient systems, and making a meaningful impact every day, we'd love to hear from you.

Note:

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.