Operations Coordinator & Executive Support(Execution-Focused | US Company Re

This is NOT a basic virtual assistant role. We are looking for a proactive problem-solver to help keep operations moving. We are a U.S.-based company rebuilding our operations and need a sharp, reliable problem solver who can take ownership—not just follow instructions.

Operations Coordinator & Executive Support
Full-Time | U.S. EST Hours | Remote (Philippines Only)

About Us

We are a U.S.-based due diligence and research company serving attorneys, lenders, title companies, financial institutions, and corporate clients nationwide since 2002.

We help clients obtain critical business, legal, corporate, and public records information used in lending, legal, compliance, real estate, and corporate transactions throughout the United States.

As we continue rebuilding and modernizing our operations, we are looking for a highly organized, proactive, and dependable Operations Coordinator to help keep work moving, maintain accountability, and ensure nothing falls through the cracks.

About The Role

We are looking for the person who helps keep the organization moving.

You will serve as a central coordination point across leadership, tea ---------- mbers, vendors, government offices, clients, contractors, and operational activities.

You will help track priorities, follow up on commitments, maintain visibility into ongoing work, and ensure tasks move forward to completion.

You will work closely with leadership while helping coordinate activities across operations, research, technology, special projects, business initiatives, and property-related activities.

In addition to day-to-day coordination, you will help create structure, documentation, accountability, and operational visibility as the company continues to improve and modernize its operations.

This Role Requires Ownership

We are not looking for someone who simply completes assigned tasks.

We are looking for someone who follows through, solves problems, takes initiative, and helps ensure work gets completed successfully.

You should be comfortable working in a growing and evolving environment where priorities shift, processes continue to develop, and proactive thinking is valued.

This role is ideal for someone who enjoys organization, follow-through, communication, problem-solving, and helping teams execute effectively.

What You'll Do
Operations Coordination
Monitor and track incoming work, projects, and requests
Maintain visibility into workload, priorities, and deadlines
Follow up with tea ---------- mbers to ensure commitments are completed
Coordinate communication between departments and stakeholders
Prepare status updates, summaries, and reports
Help ensure nothing falls through the cracks
Team & Project Coordination
Coordinate activities and follow-ups across multiple teams and projects
Help maintain visibility across initiatives involving operations, research, technology, and special projects
Assist with meeting coordination, action-item tracking, and follow-through
Help maintain accountability and ownership of assigned tasks
Support implementation of new processes, systems, and operational initiatives
Process & Documentation Support
Help document workflows, procedures, and operational knowledge
Assist in building and maintaining SOPs and operational documentation
Support KPI tracking, reporting, and operational visibility initiatives
Identify recurring issues and communicate improvement opportunities
Help ensure operational knowledge is documented and not dependent on any one individual
Executive Support
Assist leadership with scheduling, priorities, travel, and administrative support
Manage calendars, reminders, and follow-ups
Coordinate meetings and ensure action items are completed
Support special projects and executive initiatives as needed
Property & Business Support
Assist with coordination of contractors, vendors, and service providers
Help track property-related projects, maintenance items, and follow-ups
Coordinate documentation, estimates, invoices, and project updates
Support business, operational, and property-related administrative activities as needed
Success In This Role Looks Like
Nothing falls through the cracks
Follow-ups happen without being requested
Deadlines are tracked and met
Leadership always knows the status of important work
Tea ---------- mbers are held accountable for commitments
Operational information is organized and accessible
Processes become more documented and consistent over time
Communication improves across teams and projects

What We're Looking For
Required
3+ years of experience in operations support, executive support, project coordination, administration, customer support, or similar roles
Excellent written and verbal English communication skills
Strong organizational and time management abilities
Exceptional follow-up and attention to detail
Ability to manage multiple priorities simultaneously
Resourceful and proactive mindset
Strong critical thinking and problem-solving skills
Ability to work independently with minimal supervision
Professional phone and email communication skills
Comfortable working in a fast-paced and evolving environment
Technical Skills

Experience with:

Google Workspace (Docs, Sheets, Gmail, Calendar)
Task and project management systems
AI tools such as ChatGPT, Claude, Gemini, or similar
Basic spreadsheets and reporting
Strongly Preferred
Experience working directly with U.S.-based teams, clients, or business owners
Experience supporting remote teams
Startup, entrepreneurial, or high-growth business experience
Experience working in environments where processes were still being developed or improved
Executive Assistant or Executive Support experience
Experience coordinating projects or operations
Experience helping document processes, SOPs, or workflows
Experience in legal services, research, title, mortgage, compliance, outsourcing, or professional services
Experience with CRM platforms, ClickUp, Trello, Asana, Monday, or similar systems
QuickBooks familiarity
Experience coordinating vendors, contractors, or property-related projects

You Will Likely Thrive Here If

You enjoy organizing people, tasks, and information
You naturally follow up without being reminded
You take ownership of outcomes, not just tasks
You communicate clearly and professionally
You enjoy solving problems and finding answers
You are dependable and consistent
You take pride in helping teams stay organized and productive
You are comfortable coordinating multiple moving pieces simultaneously
You are comfortable figuring things out when answers are not immediately available
You enjoy helping create structure and organization

Compensation & Growth

$700–$1,000 USD/month depending on experience and qualifications.

Performance bonuses available.

This is a long-term opportunity with significant growth potential as the organization continues to expand and mature.

How To Apply

Please submit:

1. Updated Resume
2. Short Video Introduction (2–5 Minutes)

Tell us:

About your experience
The types of teams, executives, or business owners you have supported
Why you are interested in this role
3. Coordination Exercise

Please answer the following:

How do you ensure important tasks and deadlines do not get missed when managing multiple priorities?

Describe a time when you had to follow up multiple times to get something completed. What was the situation and what was the outcome?

Have you previously worked directly with U.S.-based teams, clients, or business owners? If yes, briefly describe your role and level of interaction.

Describe a project, process, or operational improvement you helped organize, coordinate, or implement. What was your role and what was the result?

4. Application Keyword

Include the word:

FIXER

in the first line of your application.

Applications that do not follow instructions will not be reviewed.

Philippines-based applicants only