Executive Assistant

Role Overview

• At Coconut, we connect founders and businesses with top-tier remote talent while prioritizing meaningful, reliable partnerships.
• We believe success happens when everyone wins.
• Clients achieve their goals, and our virtual professionals find purpose and growth in their work.
• We're currently looking for top talent to fill the role of Executive Assistant.
• Availability: 20 hours/week
• Time Zone: CST

Requirements

• Experience Needed/Responsibilities:
• CRM & Job Administration (DripJobs):
• Maintain and update job records in DripJobs
• Update job names, statuses, and project details
• Maintain accurate job pipelines and production planning data
• Archive completed project Slack channels
• Lead & Client Communication Support:
• Monitor and respond to Facebook messages and comments
• Manage Meta Leads Center
• Rate Google Leads
• Respond to Google Reviews professionally and promptly
• Respond to basic questions from leads and clients within the CRM chat feature
• Escalate complex or sensitive inquiries to management
• Job Costing & Financial Admin Support:
• Provide job costing support
• Update job costing dashboard
• Track KPIs and operational metrics
• Assist with payroll-related administrative tasks
• Monitor and flag overtime
• Track house wash invoices
• File & Documentation Management:
• Organize and manage Google Drive folders
• Ensure proper file naming, structure, and accessibility
• Upload job photos, contracts, and project files
• Manage CompanyCam photo documentation
• Organize “before/after” content in Google Drive
• Internal Operations & HR Admin Support:
• Document time-off requests and call-ins
• Assist with subcontractor applicant follow-up
• Support subcontractor onboarding administration
• Update employee pay rates
• Remove employees from internal platforms when necessary
• Coordinate weekly team lunch ordering
• Add Home Builders Association events to calendar
• Complete monthly marketing metrics tracking
• Add drive time buffers to schedules
• Support additional backend administrative duties as needed
• Good to have:
• Experience supporting construction, trades, or home service businesses
• Familiarity with DripJobs or similar construction CRMs
• Strong working knowledge of Google Sheets (formulas, filtering, formatting)
• Experience working in Slack-driven teams
• Experience handling online customer communication
• Non-negotiable Requirements:
• Consistent availability within 8:00 AM – 5:00 PM Central Time
• Strong written communication skills (for online messaging and reviews)
• High attention to detail
• Comfort working heavily inside CRM systems and Google Workspace
• Ability to manage recurring tasks independently
• Industry/Tools Experience:
• DripJobs (Construction CRM)
• Google Workspace (Drive, Sheets, Gmail, etc.)
• Slack
• Loom
• Skool
• HeyPros
• ProtivCompanyCam
• Meta Business Suite
• Google Business Profile

Benefits

• Competitive Salary – We recognize your skills and experience with a great compensation package.
• 13th Month Pay – Enjoy an extra month’s salary—because who doesn’t love a little bonus?
• Paid Time Off – Recharge with 12 days of PTO to use however you like—vacation, self-care, or just a break from it all!
• US Holidays Off – Enjoy 12 paid US holidays throughout the year.
• Maternity & Paternity Leave – We support growing families with dedicated leave for new parents.
• Comprehensive Healthcare – We’ve got you and your family covered with quality healthcare benefits.
• Life Insurance – Our full-time HMO plan includes life insurance for extra peace of mind.
• Mental Health Support – Prioritize your well-being with access to mental health consultations and wellness resources.
• Milestone Gifts & Birthday Treats – We celebrate your achievements and make your special day even better!
• Exciting Team Experiences – Think island getaways, virtual town halls, and regional meetups—because work should be fun, too!