The Role The Executive Operations Coordinator is the Founder's trusted right hand and a dependable source of support across the entire company. This person organizes priorities, closes loops, handles administrative and operational work, and helps prevent important details from being missed. The role also provides confidential personal administrative support to the Founder when needed. Trustpar's Founder wears many hats across customers, team leadership, finance, projects, company planning, and personal responsibilities. This role brings structure and follow-through to those moving priorities so the Founder can stay focused on the work that requires his attention. No two days will look exactly alike. The right person is comfortable shifting priorities, working with limited information, and figuring out practical solutions without waiting for a perfect set of instructions. This is a hands-on position for someone who likes being useful, takes pride in follow-through, and does not respond to necessary work with 'that is not my job.' What Success Looks Like

• The Founder's business and personal commitments are organized, prioritized, and followed through to completion.
• Monthly customer invoices are prepared, reviewed, and completed on schedule, with accurate supporting information.
• Accounts receivable is actively managed, customer follow-up is timely, and aging balances are clearly reported and escalated.
• Purchasing records, licensing details, customer information, and internal documentation are accurate and current.
• Customer and team requests receive a timely response, a clear owner, and reliable follow-up.
• The office, fleet, vendors, supplies, schedules, and recurring administrative needs are handled before they become distractions. Key Responsibilities Executive and Personal Support
• Manage the Founder's calendar, priorities, reminders, meeting preparation, follow-ups, and day-to-day administrative needs.
• Coordinate business travel, appointments, reservations, documents, and other logistics as requested.
• Provide trusted personal administrative support, which may include bill coordination, records, family scheduling, property or rental-business administration, errands, and special projects.
• Protect confidential business, financial, employee, customer, and personal information with sound judgment and discretion.
• Anticipate needs, identify conflicts, and help the Founder stay focused on the work that requires his attention. Monthly Invoicing Accounts Receivable and Finance Support
• Own the monthly customer invoicing process from preparation and documentation through internal review and delivery.
• Gather and verify recurring charges, labor, products, services, credits, and supporting information needed for accurate invoices.
• Own accounts receivable follow-up by monitoring aging, sending statements and reminders, communicating with customers, documenting activity, and escalating concerns.
• Maintain a clear monthly billing calendar and ensure invoicing and receivable tasks are completed accurately and on time.
• Work closely with Finance to reconcile billing questions, payments, credits, purchasing records, receipts, vendor information, approvals, reports, and supporting documents.
• Maintain accurate spreadsheets, files, recurring task lists, and administrative records.
• Support software licensing, renewals, quantities, billing verification, and approval workflows.
• Help prepare materials for audits, insurance matters, compliance reviews, and other business requirements. Customer and Team Support
• Support Customer Success with meetings, onboarding, reports, customer communications, action items, and follow-up.
• Communicate professionally with customers, vendors, partners, and employees by phone, email, and in person.
• Help the administrative team and technical team coordinate schedules, customer visits, equipment, paperwork, and internal needs.
• Track commitments across departments and respectfully follow up until the work is complete.
• Step into changing needs and special projects where additional coordination or administrative ownership is needed. Operations Office Fleet and Procurement
• Coordinate purchasing and procurement, including quotes, approvals, orders, shipping, receiving, returns, and recordkeeping.
• Support office operations, supplies, vendors, facilities needs, mail, shared spaces, and general organization.
• Coordinate fleet records, maintenance, registrations, insurance information, repairs, and vehicle readiness.
• Maintain accurate customer and company information in ConnectWise and other business systems.
• Create and improve checklists, templates, procedures, recurring tasks, and simple systems that make work easier and more consistent. What You Bring
• Exceptional organization and the ability to manage many moving priorities without losing details.
• A practical problem-solving mindset and the confidence to figure things out with limited direction.
• Strong follow-through: you document commitments, close loops, and communicate before someone has to ask.
• A positive, upbeat, and supportive presence that strengthens the entire team.
• Professional written and verbal communication with customers, employees, vendors, and leadership.
• Strong technology skills and comfort learning new systems in a fast-moving technology company.
• Sound judgment, maturity, and complete discretion with sensitive information.
• Flexibility when the plan changes and willingness to help wherever the business needs support.
• Comfort working onsite every weekday and being consistently available to the people you support. Helpful Experience
• Executive assistant, office coordination, operations, billing, customer service, or administrative experience.
• Experience supporting an owner, founder, executive, or small-business leadership team.
• Hands-on experience owning recurring invoicing, accounts receivable, payment follow-up, bookkeeping support, or other financial administration is strongly preferred.
• Experience with purchasing, vendor coordination, office management, fleet administration, or personal assistance.
• Familiarity with Microsoft 365, accounting or invoicing systems, CRM or PSA platforms, and ConnectWise is helpful but not required.

Who Will Thrive Here You will thrive in this role if you are the person others naturally rely on—the one who notices what is missing, brings order to changing priorities, and treats every request with care. You enjoy helping people, stay steady when work gets hard, and can move comfortably between a customer call, an invoice, a vehicle issue, a purchase, a leadership follow-up, and a personal administrative task. You care about the whole team, not just one person or department, and you make the workplace better by being in it.

Pay:

$55,000.00 - $65,000.00 per year

Benefits:

401(k) Dental insurance Health insurance Life insurance Paid time off Professional development assistance Retirement plan Vision insurance

Work Location:

In person