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The Role
Provide executive support and own ServiceTitan-driven operations: reconcile GPS to timesheets and process payroll, build and automate ServiceTitan/Sheets reports and bonus calculations, manage accounts receivable and collections, handle inbox/calendar and project follow-ups, document SOPs, and implement process improvements to stabilize operations and cash flow.
Summary Generated by Built In
About the Client
A fast-growing, locally owned home services company delivers plumbing, heating, and HVAC solutions across multiple communities. They prioritize five-star service, safety, and first-visit resolution with fully stocked trucks and highly trained technicians. With 20+ years in the region, they leverage modern tools like ServiceTitan to keep operations efficient and customer experiences seamless.
Why does this role exist?
The owner needs an experienced, tech-savvy Executive Assistant who can own ServiceTitan-driven operations to free up leadership time, accelerate payroll accuracy, and tighten cash flow. This role exists to bring rigor to GPS-to-timesheet reconciliation, automate bonus and review reporting, and stabilize collections—while ensuring day-to-day executive support is proactive and organized. Ultimately, the assistant will turn operational friction into clear, repeatable processes that restore focus to growth and customer service.
The Impact you’ll make
Timesheets, GPS & Payroll Operations
- 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.
ServiceTitan Reporting & Bonus Programs
- 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.
Accounts Receivable & Collections
- 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.
Executive Support & Communications
- 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.
Continuous Improvement & PM
- 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 and Expertise
Required:
- 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
Your Superpowers:
- 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 should apply if...
- 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.
What to expect...
Work Setup:
- 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
Working Hours:
- 40 hours per week
- Monday to Friday, 9 AM - 5 PM Pacific Time
Compensation:
- $7 per hour
- No benefits package included
Benefits
About
Magic has connected top remote talent with fast-growing businesses for over 10 years.Founded in San Francisco in 2015, we now have thousands of remote workers around the world. Magic is backed by Sequoia Capital and Y Combinator.
Skills Required
- Hands-on ServiceTitan experience (timesheets, reporting, operational workflows)
- 2+ years as an Executive Assistant supporting an owner or GM, including inbox and calendar management
- Strong Excel/Google Sheets skills (VLOOKUP/XLOOKUP, pivot tables) for reconciliations and reporting
- Proven experience reconciling GPS/timekeeping data and supporting payroll in a field service or similar environment
- Ability to work 9:00 AM - 5:00 PM PST, Monday-Friday (40 hours/week); excellent spoken and written English
- WFH setup: computer with at least 8GB RAM and Intel i5/AMD Ryzen 5 or higher
- WFH setup: internet speed of at least 40 Mbps
- WFH setup: headset with noise-cancelling mic and a webcam
- WFH setup: backup computer and internet connection
- WFH setup: quiet, dedicated workspace at home
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The Company
What We Do
Magic is a frictionless way to plug in thoroughly vetted, cost-effective remote workers, to help scale your key business functions. Through a combination of automation and active work, we tap into our network of vetted remote workers who handle tasks from virtual assistance and customer service to sales lead generation and scheduling across various team members—like magic.
