General Office Assistant

Job Description

The Office Assistant will oversee and streamline the onboarding, scheduling, and execution of client projects to ensure timely, efficient, and compliant delivery. This role requires a proactive, organized professional who excels at coordinating resources, optimizing project timelines, and maintaining high standards of project documentation and client communication. The ideal candidate will optimize scheduling across projects to meet deadlines, improve internal processes, and support client needs for a well-functioning operations environment.

Key Responsibilities:

• Project Onboarding & Scheduling: Manage the onboarding of new projects, ensuring that all initial documentation, client expectations, and project timelines are clearly established and organized. Continuously optimize project schedules to align with client needs and maximize operational efficiency.
• Resource Coordination & Time Optimization: Strategically allocate internal resources, balancing workload and adjusting project schedules to meet deadlines while optimizing time as a key constraint. Coordinate with internal teams to prevent bottlenecks and maintain a smooth workflow across multiple projects.
• Operational Efficiency: Identify opportunities to improve internal processes and workflow for greater operational efficiency. Develop and implement best practices for documentation, compliance tracking, and project oversight.
• Customer Engagement & Communication: Serve as the primary point of contact for clients throughout the project lifecycle, handling inquiries, guiding them through milestones, and managing expectations on project deliverables and timelines.
• Inside Sales & Client Follow-Up: Engage with potential and existing clients to finalize proposals, close sales, and initiate project kick-offs. Work closely with clients to ensure projects are ready to commence and meet all preparatory requirements.
• Documentation & Compliance Management: Ensure that all project documentation, approvals, and reports are accurately filed with government agencies and meet regulatory and compliance standards. Monitor and maintain clear records to facilitate client and regulatory audits.
  
  

Desired Skills:

• Highly organized, detail-oriented, and capable of managing multiple projects simultaneously
• Strong ability to coordinate with clients, handle customer interactions, and manage project deliverables smoothly
• Process improvement mindset with a focus on operational efficiency and quality control
• Excellent verbal and written communication skills for both client-facing and internal interactions
• Proactive approach, comfortable in a hands-on role where flexibility and adaptability are key
  
  

Requirements:

• Minimum of 5 years of experience in a similar operational or project management role
• Experience in environmental services, engineering, or construction-related fields is an advantage
• Proven ability to take initiative, multi-task, and work efficiently under tight deadlines
• Strong organizational skills with a customer-centric approach
• Comfortable learning technical aspects of our services to communicate effectively with clients
• Spanish proficiency and familiarity with accounting software (e.g., QuickBooks, Zoho Books) are considered advantages.