**Job Title: Operations Coordinator / Executive Assistant (Remote - Mexico)**
**Location**: Remote (Based in Mexico)
**Work Hours**: 8:00 AM - 5:00 PM MST (Reachability window)
**Compensation**: $2,500 - $3,000 CAD / Month (Paid monthly via Invoice)
**Hardware**: Dedicated laptop for CMLS work is required (No commingling of personal data).
Note: The Owner travels frequently to **Guadalajara and Manzanillo** and looks forward to meeting our remote team members in person during these visits!
**1.
The Mission**
Calgary Mat & Linen Services (CMLS) is a fast-growing, owner-led company in Canada.
We operate on the **Entrepreneurial Operating System (EOS)**.
We are moving from an "Owner-Led" business to a "System-Led" business.
Your mission is to act as the **Digital & Telephonic Air Traffic Controller** for the company.
You will take 100% of the administrative and customer service weight off the plates of the Owner (Tim) and the Operations Lead (Suzette).
You are successful when Tim can focus on growth and Suzette can focus on the plant, knowing every digital task and phone call is handled with excellence.
**2.
Our Culture: Core Values & GWC**
We don't just hire for skills; we hire for "Right Seat" fit.
We use the **People Analyzer** to ensure every team member shares our non-negotiable values:
- **Client First**: We move fast, care deeply, and deliver excellence.
- **Own It**: You take initiative.
You see a problem and own the solution.
You don't wait for a list.
- **Better Together**: We are positive, supportive, and communicate clearly.
- **Good People**: We are kind, honest, and genuine.
- **Growth**: We solve problems and keep getting better every day.
**The GWC Filter**:
- **G (Get it)**: You understand how a high-velocity service business operates.
- **W (Want it)**:



You are genuinely excited about "un-cluttering" a business and building systems.
- **C (Capacity)**: You have the technical skill and the mental bandwidth to handle multiple priorities.
**3.
Key Responsibilities & Outcomes**
**Reception & Customer Service (The Voice of CMLS)**
- **Incoming Calls**: Answer business calls via **Dialpad**.
Resolve 80% of customer inquiries on the spot (schedule changes, extra mats, etc.).
- **Administrative Handoff**: Act as the primary filter so the plant team (Suzette) is not interrupted by the phone.
**Digital Operations & AI Adoption**
- **AI & Automation**: We are aggressively pushing AI adoption this year; **proficiency with LLMs (ChatGPT/Gemini) and automation platforms like n8n is highly preferred** to help us streamline our digital workflows.
- **Inbox Zero**: Triage the admin, owners, and your inbox daily.
Handle service requests and flag only high-value items.
- **HubSpot Mastery**: Maintain 100% data integrity in our CRM.
Ensure every lead and deal has a "Next Step" assigned.
Follow up with leads and complete Hubspot tasks.
**Administrative & Financial Support**
- **Executive Support**: Manage calendars, schedule meetings, and handle executive-level administrative tasks to maximize the Owner's focus.
- **Billing/AR**: Handle routine billing inquiries, account setup/updates, and follow up on overdue accounts via **QuickBooks Online**.




- **Process Documentation**: Create and update our knowledge base and SOPs (Standard Operating Procedures) using **Loom** and Google Docs.
**4.
Qualifications & Requirements**
- **Experience**: 3+ years in an Executive Assistant, Operations, or Admin Coordinator role.
- **CRM Proficiency**: Thorough knowledge of **HubSpot** is mandatory.
- **Bookkeeping**: Experience with **QuickBooks Online** is highly preferred.
- **English Fluency**: Native-level or fluent professional English (both written and verbal) is required for Canadian B2B communication.
- **Tech Savvy**: Proven ability to work with **Dialpad**, **Google Workspace**, and **n8n**.
**5.
Schedule & Technical Requirements**
- **Availability**: You must be reachable (Google Chat/Dialpad) between **8:00 AM - 5:00 PM MST**.
- **Outcome-Based Work**: We measure results, not keystrokes.
While we require reachability during business hours, we value your time and encourage flexibility for personal life provided outcomes are met.
- **Dedicated Hardware**: You must have a modern laptop **dedicated solely to CMLS work**.
- **Environment**: A stable connection for high-quality VoIP calls and a quiet workspace are mandatory.
**6.
How to Apply**
To prove your attention to detail and technical capability, please follow these instructions:
- **Resume**: Attach a clean PDF of your professional history.
- **Video Cover Letter**: Record a **2-minute video** (use Loom or an unlisted YouTube link).
In the video:
- Briefly explain your experience with **HubSpot** and **AI/Automation**.
- Explain what **"Own It"** means to you in a remote role.
- Why you want to work with us.
Pay: $30,****** - $38,****** per month
Work Location: Remote

📌 Operations Coordinator / Executive Assistant (Guadalajara)
🏢 Calgary Mat & Linen Services
📍 Guadalajara