Operations Coordinator / Executive Assistant

The Operations Coordinator / Executive Assistant is responsible for providing comprehensive support to the Company Owner, acting as a strategic gatekeeper and primary liaison. This role supports the Owner with national installation project coordination, logistics, scheduling, vendor communication, travel planning, and operational follow through. The ideal candidate is a proactive problem-solver who maintains total discretion and remains accessible after hours to address time-sensitive executive and operational needs. This role is a remote position, and individual must be based in the U.S. and be in Mountain Standard Time or Pacific Standard Time Zone area.

Key Responsibilities:

• Claim Tracking: Initiates and tracks warranty claims, keeping detailed records of case numbers, coverage terms, and claim statuses.
• Parts Coordination: Sources and orders necessary replacement parts, tracking shipping and delivery from point of order to arrival.
• Repair Scheduling: May assist with the scheduling of repair coordination with technicians, contractors, and service centers to schedule diagnostic appointments and repair work.
• Liaison & Follow-Up: Acts as the dedicated bridge of communication between Owner and external vendors.
• Issue Escalation: Resolves disputes, negotiates repair timelines, and follows up relentlessly on pending estimates or delayed services.
• Status Reporting: Provides Owner with concise, regular updates on all active repairs and vendor engagements.
• Document Management: Maintains a highly organized, digital filing system for invoices, receipts, and important contracts.
• Digital Operations Champion: Bridges the gap between traditional administrative expertise and modern technology, by leveraging AI to focus more time on strategic problem-solving and executive support.
• Calendar Management: Organizes and maintains daily, weekly, and monthly schedule, actively anticipating conflicts and prioritizing appointments.
• Inbox & Call Management: Screens emails and phone calls, flagging urgent messages and drafting responses on Owner’s behalf.

Qualifications:

• Associate's or bachelor’s degree in business administration, communications, or marketing or similar field preferred.
• 3-5 years of experience in fitness equipment repair and delivery installation required.
• High proficiency in MS Office, G-Suite, AI tools, work order scheduling system (BlueFolder, a plus) and project management tools (Smartsheet, a plus).
• Excellent problem-solving skills: Thinks steps ahead and takes initiative when delays or issues arise.
• Exceptional verbal and written communication skills: High proficiency in both written and verbal business communication, including professional email etiquette and memo writing.
• Organizational Mastery: The ability to manage complex schedules, prioritize tasks, and maintain efficient filing systems.
• Discretion & Confidentiality: A proven record of handling sensitive personal and professional information with absolute integrity.
• Technical Savvy: Proficiency with modern office equipment, video conferencing tools, and collaboration software
• High degree of flexibility and on-call availability, including evenings, weekends, and holidays, to address urgent business or emergency needs. As the primary point of contact for administrative and vendor matters, you must remain accessible via phone, text, and email to provide prompt, time-sensitive support to executive and operational requests outside of standard business hours.

This is a full-time, fully remote, and salaried position and must be based in the U.S. and Mountain Standard Time or Pacific Standard Time Zone and may require occasional travel.

Typical working hours are Monday through Friday 0800 to 1700; adjustments to start / end times will need to be made as the job demands.

Company DescriptionAmerican Fitness Services (AFS) strives to be at the forefront of the fitness equipment services industry and offers a comprehensive menu of options. The AFS Team is proudly serving the Phoenix and Albuquerque area with our combined 40+ years of technical expertise on both cardio and strength equipment. AFS’ true success as a company depends on fulfilling your requests efficiently with exceptional customer service.

Our dedication and the genuine passion for what we do has afforded us the privilege to service clients across the states of Arizona, New Mexico, California, Texas, Florida, Utah and Colorado for many years. Our reputation has also spread nationally and internationally; we have provided our services to well-known businesses including universities, physical therapy centers, health clubs, resorts, apartment communities, and more.