Offshore Launch

Administrative Assistant

• Prepare, submit, track, and close all permits, keeping a simple, up-to-date permit log.
• Pull weekly time and job data to maintain commission and payroll prep spreadsheets for the bookkeeper and owner to review.
• Maintain accurate customer, job, and invoice records in ServiceTitan and keep data clean.
• Build and send a short daily and weekly “numbers snapshot” from ServiceTitan with key metrics like calls, bookings, jobs sold, and open estimates.
• Turn decisions from coaching calls and internal meetings into clear checklists and tasks, and track progress so nothing falls through the cracks.
• Update and distribute simple weekly scorecards for CSRs and technicians based on ServiceTitan data.
• Listen to a set number of recorded calls each week and summarize patterns or issues for the owner to review with the CSR.
• Maintain simple trackers for truck registrations, inspections, and insurance, and send reminders for upcoming expirations or missing items.

Office Manager

Bookkeeper

• Accurately categorize and post transactions in QuickBooks Online across multiple client accounts.
• Perform monthly account reconciliations to ensure accuracy and completeness of financial records.
• Prepare financial statements including Profit & Loss reports and Balance Sheets for internal review.
• Record journal entries and maintain general ledger accuracy.
• Review financial data to identify discrepancies and resolve inconsistencies.
• Maintain bookkeeping deadlines and ensure books are completed within required reporting timelines.
• Communicate internally with team members and utilize bookkeeping task management systems to request transaction clarification when needed.
• Support back-office bookkeeping functions while following company standards, workflows, and compliance procedures.

Project Manager

• Run L10 and other internal standups, turning them into a live project board and driving follow through
• Building a process inventory across exec, delivery and sales; spotting gaps and proposing improvements.
• Identify missing or broken internal processes across sales, delivery, and leadership, document current state vs desired state, and help implement agreed improvements.
• Owning task/board tools (Planner/equivalent) and keeping work moving from intake to done.
• Maintaining key delivery / milestone calendars and making sure dependencies are handled.
• Partnering on M365/AI workflows to streamline internal processes.
• Proactively manage executive calendars and resolve conflicts (secondary)
• Conduct personalized outreach to healthcare executives on behalf of execs (secondary)
• Build initial sales decks and materials using templates (secondary)
• Draft content for decks using an AI brand-story framework (secondary)

Financial Planning and Analysis

• Maintain weekly budgets in YNAB, categorize transactions, and prepare allocations.
• Update cash flow forecasts to track income and expenses.
• Process ARs and APs accurately.
• Manage subscription invoices, prepare AR sheets, and participate in monthly audits.
• Conduct post-billing checks to ensure all ARs are processed correctly.
• Prepare monthly P&L, Balance Sheet, and Cash Flow reports.
• Keep all financial records organized, audit-ready, and aligned with business activity.
• Maintain a rolling 3-month forecast and flag risks or opportunities.
• Coordinate with HR, Payroll, and Operations to ensure accurate and up-to-date figures.
• Participate in financial review checkpoints and assist in reflecting real-time changes in budgets.
• Serve as a quality check to catch discrepancies before they become problems

Finance Analyst

Operations

• Answer inbound calls, texts, and emails professionally
• Schedule service calls and manage the daily service calendar
• Keep the CRM/job management system accurate and up to date
• Follow up on leads, estimates, and open jobs
• Handle customer follow-ups, happy calls, and review requests
• Ensure completed jobs are invoiced correctly and on time
• Manage equipment registrations and warranty paperwork
• Maintain the Google Business Profile (reviews, photos, accuracy)
• Support basic HR admin (onboarding/offboarding, records)

Home Services Operations Coordinator

• Attend or review notes from sales meetings to immediately capture tasks, action items, and follow-ups.
• Take the lead on "Stage 1" sales decks—leveraging templates to plug in client logos, dates, and basic outlines so the leadership team only has to handle the final high-level customization.
• Monitor the sales cycle to ensure we are sticking to our established meeting cadence and moving prospects through the funnel.
• Serve as the project manager for CXO Roundtables, overseeing the logistics, planning, and execution.
• Manage executive LinkedIn accounts and mailboxes to perform initial outreach, tee up relationships, and log conference leads.
• Utilize AI tools to generate initial drafts for LinkedIn posts and marketing content based on leadership’s voice and insights.
• Act as the project manager for leadership (L10) meetings—tracking "To-Dos," managing task lists, and holding the team accountable to deadlines.
• Manage complex executive calendars with high discernment, prioritizing customer-facing activities and resolving overlaps before they become issues.
• Identify "lead time" requirements for upcoming projects and ensure the team starts work early enough to meet deadlines.

Strategic Operations Associate

• Turn weekly leadership (L10) and exec meetings into a clear project board (tasks, owners, due dates) and drive follow-through.
• Own logistics and timelines for CXO roundtables (dates, invites, RSVPs, reminders, follow-ups) and keep an event pipeline in motion.
• Translate sales / BD meetings into actionable follow-ups, tasks, and simple trackers.
• Proactively manage executive calendars and resolve conflicts.
• Conduct personalized outreach to healthcare executives on behalf of executives.
• Build initial sales decks and materials using existing templates.
• Draft content for decks and LinkedIn using an AI brand-story framework.

Executive Operations Assistant

Artificial Intelligence

• Build AI-powered workflows using tools like Make, Zapier, OpenPipe, LangChain, GPT, and more
• Automate recurring internal processes to improve speed, visibility, and accuracy
• Develop external-facing automations to help our clients scale faster and serve better
• Build internal dashboards or toolkits that give visibility into data, status, or success metrics
• Rapidly prototype, test, and refine new ideas — and document what works
• Stay ahead of what’s possible in AI tooling and bring those ideas to life inside our systems
• Collaborate with our founder and operations team to turn insights into action — fast