Executive Assistant / Operations Coordinator (Medical Device Repair)

We’re seeking a full-time proactive Executive Assistant / Operations Coordinator to streamline day-to-day operations for a hospital-facing medical device repair business. You’ll manage CRM activity, coordinate technician workflows, ensure timely client communications, and own invoice/payment follow-through—freeing leadership to focus on growth. The role requires confident phone support, meticulous data accuracy, and strong follow-up to keep service tickets, reports, and billing on track. Core Responsibilities include Email, Calendar & Comms: Manage shared inboxes and scheduling via Missive and Outlook; draft replies for review; coordinate internal comms. CRM & Workflows (Odoo): Create/maintain accounts, contacts, service requests, tasks; assign and follow up with technicians; monitor ticket status. Reporting & Accountability: Generate daily/weekly reports on task progress, SLAs, completions, and bottlenecks; flag risks early. Billing Operations: Verify completed service reports; create and send Odoo invoices; track A/R and follow up on payments. Customer Support (Phone & Email): Receive service-request calls; perform warm follow-ups; provide status updates to clients and partners. Collaboration: Use VoIP extension, screen-share, and real-time chat to work closely with leadership; provide end-of-day summaries as needed.