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Executive Assistant – Operations Support
WebflowExecutive Assistant role at Coconut supporting operations in connecting founders with remote talent. Capturing and organizing leads while creating proposals for clients in a fast-paced environment.
About the role
Key responsibilities & impact- Capture leads from all channels and enter them into Stageforce/CRM so no leads are lost
- Organize and categorize inbound leads inside the CRM
- Respond to new leads quickly, ideally same day or next day, to keep them warm in a fast-moving real estate environment
- Call or follow up with leads after form submissions to gather missing details and make the first point of contact
- Qualify and filter leads so Dani only spends time on stronger-fit prospects
- Create soft proposals in Canva using Dani’s existing template and criteria
- Send proposals and manage follow-up communication after proposals go out
- Track accepted proposals and support next steps once clients sign and pay
- Handle contract renewal outreach for staged homes coming up on end dates, including checking whether to send an extension invoice or schedule destaging pickup
- Support basic invoicing and admin follow-up tied to signed projects and renewals
- Potentially assist with a landing page connected to Shopify for the future Elevated Home product line, depending on complexity
Requirements
What you’ll need- Experience Needed:
- Strong customer service aligned with a luxury brand experience
- CRM experience
- Some sales administration experience
- Stageforce experience, though not required
- Basic invoicing experience
- Comfort pulling reports / basic data handling
- AI tool familiarity, including Claude
- Ability to help with light landing page / Shopify setup
- Natural communication skills on calls; should not sound overly salesy.
Benefits
Comp & perks- 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!
- Stay Connected – Be part of a supportive network where you can learn, grow, and connect with amazing people.
ATS Keywords
✓ Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
CRMinvoicingdata handlinglead qualificationproposal creationreport pullinglanding page setupShopifyStageforce
Soft Skills
customer servicecommunicationorganizationfollow-uptime management