Executive Operations & Lead Coordinator Job

Logistics Jobs

Job Overview

This role is responsible for overseeing inbound inquiries, maintaining accurate CRM records in GoHighLevel and Buildertrend, coordinating RFQs and supplier communications, drafting proposals, managing the CEO’s inbox and calendar, and developing structured SOPs to improve operational efficiency. The ideal candidate is detail-oriented, tech-savvy, an excellent communicator, and experienced in virtual executive or operations support within a fast-paced environment.

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Key Responsibilities

Lead Management & Customer Journey Coordination

• Monitor all inbound inquiry channels daily (email, website forms, business phone logs, personal mobile logs).
• Log and manage all new leads inside GoHighLevel (Lead Connector).
• Initiate and manage automated/manual workflows.
• Contact new leads within 24 hours using approved scripts via phone, email, or SMS.
• Conduct initial qualification (budget, scope, timeline, architect involvement).
• Transfer qualified leads into Buildertrend with accurate data entry.
• Schedule consultations and site visits for the CEO.
• Update CRM records after every interaction.
• Generate weekly reports on lead volume, qualification rates, and conversion progress.

Quotation Support & Supplier Coordination

• Manage the RFQ process by sending specifications to subcontractors and suppliers via Buildertrend.
• Track and organize incoming bids and pricing.
• Maintain an updated supplier database with historical pricing.
• Input collected data into Buildertrend quote templates.
• Identify missing details or discrepancies in plans and flag for CEO review.
• Coordinate with architects for updated plans and revisions.
• Prepare draft proposals for CEO approval.
• Track quote status and follow up with prospects as directed.

Executive & Communication Management

• Fully manage the CEO’s email inbox (triage, draft responses, prioritize).
• Flag urgent matters requiring immediate attention.
• Manage and protect the CEO’s calendar, including personal/family blocks.
• Send meeting invites, reminders, and agendas.
• Draft client communications for approval.
• Maintain organized digital files across Buildertrend, QuickBooks, and Microsoft systems.
• Assist with Instagram content: edit short videos/photos, draft captions, and schedule posts
• Monitor and draft responses to social media inquiries.

Systems & Process Documentation

• Record and transcribe verbal process explanations.
• Convert informal workflows into clear, structured SOPs.
• Develop standardized operating procedures for all recurring tasks.
• Create communication templates and reporting templates.
• Organize documentation in a centralized knowledge base (Microsoft Teams/SharePoint).
• Review and update documentation regularly.

Qualifications & Skills

• Proven experience as an executive assistant or operations coordinator.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and spoken English with a professional phone presence.
• Experience with Buildertrend or similar construction management software.
• Experience with GoHighLevel (Lead Connector) preferred.
• Familiarity with QuickBooks or accounting systems.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, Teams/SharePoint).
• Tech-savvy, resourceful, and adaptable.
• Experience managing business Instagram accounts is a plus.

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How to Apply

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