Executive Assistant & ServiceTitan Operations Specialist - Freelance, Remote

Key Responsibilities

• Reconcile GPS data from 30+ trucks with ServiceTitan timesheets; investigate and resolve discrepancies before payroll.
• Coordinate with field supervisors/techs to validate hours and obtain approvals.
• Prepare and process payroll once discrepancies are cleared, ensuring accuracy and timeliness.

• Build and maintain weekly dashboards/reports in ServiceTitan (and Sheets/Excel) for dispatcher booking rates, CSR/installer metrics, and technician five-star bonuses.
• Automate and deliver weekly five-star review reports, ensuring bonuses are applied accurately and transparently.
• Maintain clear documentation of bonus rules, data sources, and report logic.

• Make weekly collections calls; log outcomes in ServiceTitan; send reminders and escalate aged receivables as needed.
• Track payment commitments and follow through to reduce outstanding balances.
• Partner with accounting/ops to keep AR status current and visible.

• Manage inbox and calendar; triage priorities, schedule meetings, and prepare agendas/follow-ups.
• Keep projects on track with checklists, deadlines, and status updates; document SOPs and process changes.
• Draft clear, professional communications for internal and customer-facing needs.

• Identify bottlenecks in scheduling, reporting, and payroll workflows; propose and implement improvements.
• Maintain a weekly operational rhythm (report delivery, collections cadence, payroll checkpoints).
• Track and surface KPIs to give the owner real-time visibility.

Skills, Knowledge & Expertise

• Hands-on ServiceTitan experience (must-have): timesheets, reporting, and operational workflows.
• 2+ years as an Executive Assistant supporting an owner/GM, including inbox and calendar management.
• Strong Excel/Google Sheets (e.g., VLOOKUP/XLOOKUP, pivot tables) for reconciliations and reporting.
• Proven experience reconciling GPS/timekeeping data and supporting payroll in a field service or similar environment.
• Able to work 9:00 am–5:00 pm PST, Monday–Friday (40 hours/week); excellent spoken and written English.
• WFH Set-Up:
  • Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
  • Internet speed of at least 40MBPS
  • Headset with an extended mic that has noise cancellation and a webcam
  • Back-up computer and internet connection
  • Quiet, dedicated workspace at home

• Technical: ServiceTitan fluency; Excel/Google Sheets; G Suite and MS 365; data reconciliation; report building and automation.
• Operational: Process-oriented, detail-obsessed, and deadline-driven; strong project management and documentation.
• Communication: Clear, concise, and professional—confident with phone-based collections and stakeholder coordination.
• Personal: Proactive self-starter, high ownership, resourceful problem-solver, discreet with sensitive information, team-first mindset.

• You love turning messy data into clean, reliable reports and on-time payroll.
• You’re comfortable picking up the phone for collections and can maintain a positive customer experience.
• You thrive in a fast-paced home services environment and enjoy supporting an owner by anticipating needs.
• You take pride in checklists, SOPs, and continuous improvement—and you deliver on your promises every week.

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

• 40 hours per week
• Monday to Friday, 9 AM - 5 PM Pacific Time

• $7 per hour
• No benefits package included

Benefits