Assistant to Operations Manager

Job Summary
We are seeking a highly organized, detail-oriented and proactive Assistant to Operations Manager to support our operations team in achieving organizational goals. The ideal candidate will possess strong administrative skills, excellent communication abilities, and a knack for project coordination. This role requires a blend of clerical expertise and personal assistant capabilities to ensure smooth daily operations. You will be a central point of contact, managing schedules, resources, and customer expectations to support our landscaping and maintenance operations.

Responsibilities

• Assist in the coordination and management of daily operational activities.
• Create, manage, and adjust daily schedules for landscaping, maintenance, construction, and snow removal crews.
• Assign crews to jobs based on priority, skills, and equipment availability.
• Monitor progress and make adjustments to schedules as needed.
• Serve as the primary point of contact between field crews, customers, and office staff.
• Relay job-specific details, updates, and instructions to field staff.
• Respond promptly to customer inquiries, providing updates on schedules and services.
• Track and manage the dispatching of equipment, vehicles, and supplies to ensure optimal resource allocation.
• Monitor crew locations and job statuses throughout the day.
• Handle last-minute schedule changes and emergencies, such as weather delays or equipment breakdowns.
• Maintain accurate records of jobs, schedules, and work orders in the company’s system.
• Generate daily, weekly, and monthly reports on crew performance, service completion, and operational efficiency.
• Assist with billing by confirming service completion and logging relevant job details.
• Proofread documents for accuracy and clarity before distribution.
• Proactively address issues that may disrupt schedules, including customer concerns, route inefficiencies, or crew delays.
• Evaluate and implement strategies to improve dispatching processes and efficiency.
• Transcribe meeting notes and maintain organized records of operational processes.
• Utilize Office 365 to create, edit, and share documents efficiently.
• Handle clerical tasks such as filing, data entry, and maintaining office supplies.
• Demonstrate exceptional phone etiquette when interacting with clients and team members.
• Collaborate with various departments to ensure project timelines are met.
• Support the Operations Manager in developing strategies to improve operational efficiency.

Qualifications

• Proven experience in an administrative or operations support role.
• Strong computer literacy with proficiency in Office 365 applications.
• Excellent proofreading skills with attention to detail.
• Ability to transcribe notes accurately and efficiently.
• Familiarity with clerical tasks and office management practices.
• Strong phone etiquette and interpersonal communication skills.
• Experience in project coordination is a plus.
• Ability to multitask effectively and prioritize responsibilities in a fast-paced environment.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficient in scheduling software, GPS tracking systems, and Microsoft Office Suite.
• Problem-solving mindset with the ability to think on your feet
• Familiarity with landscaping, maintenance, and snow removal operations is preferred.
• Understanding of regional weather conditions and their impact on landscaping schedules.

Other Requirements

• Spanish speaking
• High school diploma or equivalent; additional education or certifications in logistics, management, or landscaping is a plus.
• Valid driver’s license and ability to reliably commute to the office.

Join our team as an Assistant Operations Manager where you can contribute to our success while developing your skills in a dynamic work environment.

Job Type: Full-time

Pay: $18.17 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Language:

• Spanish (Required)

Work Location: In person

Salary : $18 - $25