Operations Administrative Assistant

About the role

We are seeking a highly organized and dependable Operations Administrative Assistant to support daily office operations, customer communications, scheduling, administrative processes, and compliance tasks. This position plays a key role in keeping office functions running smoothly and ensuring customers, employees, and vendors receive prompt and professional support.The ideal candidate is detail-oriented, adaptable, and comfortable managing multiple priorities in a fast-paced environment. If you enjoy variety in your day, have strong communication skills, and take pride in staying organized, we'd love to hear from you.

Responsibilities

• Answer incoming calls, respond to emails, and manage voicemails.
• Provide excellent customer service and route inquiries to the appropriate team members.
• Confirm customer appointments and service visits.
• Follow up on customer estimates and maintain communication records.
• Assist customers with basic system and application questions after training.
• Send customer communications and mass email notifications as needed.
• Schedule, update, and confirm customer appointments.
• Support multiple office functions including administrative tasks, document management, and customer service.
• Coordinate internal and external communications.
• Order office supplies and monitor inventory levels.
• Assist with day-to-day office operations and special projects.
• Maintain licensing and renewal records.
• Prepare and submit permit applications.
• Assist with gathering and organizing documentation for insurance audits.
• Track deadlines and ensure required documentation is current and accurate.
• Scan, organize, and maintain work orders and related documents.
• Manage phone logs and administrative records.
• Ensure files are accurate, accessible, and maintained according to company procedures.
• Track open tasks and provide status updates to management.

Qualifications

Required:

• Previous experience in an administrative, office support, customer service, scheduling, or coordination role.
• Strong verbal and written communication skills.
• Excellent organizational and time-management abilities.
• Ability to handle multiple priorities and changing workloads.
• Strong attention to detail and follow-through.
• Proficiency with Microsoft Office and email systems.
• Comfortable learning new software and business systems.
• Professional, positive, and customer-focused attitude.

Preferred:

• Experience with scheduling software, CRM systems, or service industry operations.
• Background in landscaping, irrigation, construction, property management, or a service-based business.
• Experience handling permits, licensing, compliance, or administrative documentation.

Schedule

Full-Time, On-Site, Temp to Hire

Pay

$20.00/hour