Executive Assistant / Office Coordinator

Executive Assistant & Office Coordinator

Location: Medina, Ohio

Schedule: Full-Time | Remote initially, transitioning to on-site in Medina upon completion of the

office

Weekend Coverage: Remote phone and lead coverage during established weekend business

hours

Reports To: Operations Manager

Directly Supports: Owner

About the Role

The Executive Assistant & Office Coordinator will provide direct executive support to the Owner

while serving as the primary administrative and customer-facing presence in the Medina office.

This role combines executive support, office administration, incoming phone and lead

management, appointment scheduling, and CRM oversight. The ideal person will be highly

organized, proactive, responsive, and comfortable balancing the needs of a busy business

owner with the day-to-day demands of a growing company.

The position will begin remotely while the Medina office is under construction and will transition

to a full-time, on-site position once the office is complete. Weekend coverage will remain

remote.

This position reports to Kristen, Operations Manager and works closely with the Owner and

Sales Team.

Key Responsibilities

Executive Support

• Provide day-to-day executive and administrative support to the Owner.
• Organize and prioritize appointments, commitments, follow-ups, and action items.
• Track outstanding items and proactively follow up to ensure they are completed.
• Provide reminders and relevant context for upcoming appointments, calls, and
• commitments.
• Assist with scheduling and calendar coordination.
• Help protect the Owners time so he can remain focused on sales, customers, field
• needs, and other high-priority areas of the business.
• Follow up internally on outstanding requests and action items.
• Anticipate needs and address issues before they become problems.
• Assist with additional administrative and business needs as they arise.

Office Administration

• Manage the day-to-day administrative needs of the Medina office.
• Monitor, order, and maintain office supplies and ensure essential items remain stocked.
• Receive, sort, and distribute incoming mail and packages.
• Prepare outgoing mail and shipments as needed.
• Receive deliveries and ensure packages and materials reach the appropriate team
• member.
• Serve as the primary point of contact for general office-related needs.
• Help maintain an organized, professional, and welcoming office environment.
• Assist with printing, scanning, filing, document preparation, and other general
• administrative tasks.
• Proactively identify office needs and address them before they become an issue.
• Support with additional office and administrative needs as the business grows.

Phone Coverage, Lead Intake & Appointment Scheduling

• Serve as the primary point of contact for incoming business calls.
• Answer and manage incoming phone calls promptly and professionally during
• established business hours.
• Determine the nature of incoming calls and handle or route them appropriately.
• Serve as the first point of contact for prospective customers.
• Respond quickly to new inquiries received through Facebook and other digital lead
• sources.
• Gather initial customer and project information.
• Ask appropriate qualifying questions based on company guidelines.
• Schedule qualified prospects for sales appointments with the appropriate salesperson.
• Ensure appointment information is complete and accurate prior to the sales appointment.
• Provide a professional, friendly, and consistent experience for prospective and current
• customers.
• Monitor incoming inquiries throughout business hours and ensure leads receive timely
• responses.
• Maintain appropriate communication with leads through the scheduling process.

CRM & Lead Management

• Maintain accurate and up-to-date CRM records for the Owners leads and sales activity.
• Enter new leads promptly and ensure all required information is captured.
• Update lead stages and statuses as prospects move through the sales process.
• Document calls, conversations, appointments, notes, and relevant customer information.
• Track follow-up dates and next steps for open opportunities.
• Ensure appointments and lead activity are accurately reflected in the CRM.
• Identify leads with missing information, outdated statuses, or overdue follow-ups and
• proactively address them.
• Work directly with the Owner to ensure his pipeline accurately reflects current sales Milk
• activity.
• Maintain clean and reliable CRM data so leadership has an accurate view of the sales
• pipeline.
• Ensure no lead is lost due to incomplete information or missed follow-up.

Schedule Flexibility & After-Hours Lead Coverage

This position is designed with flexibility while ensuring customer calls and new leads receive

timely responses during extended business hours.

MondayThursday: This position will work from the Medina office during regular business

hours, with the option to leave the office at 4:00 PM and complete the remainder of the

coverage period remotely through 7:00 PM .

Friday: This position may work remotely for the full day , including phone and lead coverage

through 7:00 PM .

Saturday: Limited phone and lead coverage may be required during established Saturday

hours. Saturday call volume is typically light, and coverage does not require the employee to

remain at a computer or be continuously tied to their phone. The expectation is simply to remain

reasonably accessible and respond to incoming calls or new inquiries within a reasonable

timeframe.

Sunday: No phone or lead coverage is required.

During remote and after-hours coverage periods, responsibilities include answering incoming

business calls, responding to new digital inquiries, gathering and documenting customer

information, scheduling qualified leads when appropriate, and documenting activity for follow-up.

The intent of extended coverage is to ensure prospective customers receive a timely

responsenot to require continuous active work throughout the coverage window.

Ideal Candidate

• Were looking for someone who:
• Is exceptionally organized and detail-oriented.
• Is proactive and naturally thinks several steps ahead.
• Take ownership rather than waiting to be told what to do next.
• Has strong follow-through and is comfortable holding others accountable to
• commitments.
• Can confidently support and manage up to a busy business owner.
• Is comfortable working in an environment where priorities can change quickly.
• Communicates professionally and naturally with customers by phone, text, and email.
• Is confident serving as the primary person answering incoming business calls.
• Understands that speed and responsiveness matter when handling new sales leads.
• Is highly dependable and responsive.
• Is comfortable learning and working within CRM, scheduling, and business-management
• systems.
• Understands the importance of accurate data and documentation.
• Is comfortable working within a small, growing business where everyone is expected to
• take ownership.
• Is able to work full-time on-site in the Medina office once construction is complete.
• Is able to provide remote weekend phone and lead coverage during established
• business hours.

Preferred Experience

• Previous Executive Assistant, Office Coordinator, Administrative Coordinator, Client
• Services, Lead Coordinator, or similar experience.
• Experience directly supporting a business owner, executive, or senior leader.
• Experience managing inbound customer or sales calls.
• Experience scheduling sales appointments or managing incoming leads.
• Experience using a CRM system and maintaining sales pipeline data.
• Experience with general office administration and coordination.
• Experience in construction, home improvement, home services, or another
• service-based business is a plus, but not required.

What Success Looks Like

Success in this role means:

• Incoming calls are answered promptly and professionally.
• New leads receive fast and consistent responses.
• Qualified prospects are consistently converted into scheduled sales appointments.
• Customers have a reliable point of contact when they call the business.
• The Owner knows what requires his attention and what needs to happen next.
• Commitments and follow-ups do not fall through the cracks.
• The Owners CRM pipeline is accurate and current.
• Every active lead has a clear status, documented activity, and next step.
• Leadership can trust the information in the CRM without needing to independently verify it.
• The Sales Team has the information it needs prior to appointments.
• Day-to-day office administrative needs are handled proactively.
• The transition from incoming lead to sales appointment is organized and seamless.