What are the responsibilities and job description for the Operations Assistant position at The Pond Digger?

Job Description

Are you an organized, detail-oriented professional who thrives on ensuring smooth operations? At The Pond Digger in Cherry Valley, CA, we specialize in designing and constructing breathtaking water features that inspire and connect people with nature. As our Operations Assistant, you will play a critical role in coordinating project schedules, managing resources, and supporting our team's success. This position has competitive pay of $14-$19 / hour. You will also enjoy the following benefits and perks : group dental, IRA, paid vacation, advancement opportunities, and company apparel.

Apply today and contribute to a company known for excellence, education, and community impact. Read on to find out how!

WHY WORK WITH US?

At The Pond Digger, based in Cherry Valley, California, we are dedicated to crafting ecologically friendly and low-maintenance water features that enhance outdoor spaces with beauty and sustainability. For over two decades, we have been recognized as innovators in waterscape design, driven by our mission to educate, inspire, and engage with the community. Through our seminars, Ponds for Schools programs, and vibrant retail facility, we have become Southern California's epicenter for water features. Our strong ethical values and close-knit, family-oriented culture emphasize teamwork, integrity, and having fun. We support our employees with generous paid vacation, ensuring they stay refreshed and motivated. Join us and be part of a team that not only builds stunning ponds but also champions community involvement and a positive work environment!

YOUR TYPICAL DAY AS AN OPERATIONS ASSISTANT

The Operations Assistant ensures seamless coordination of day-to-day activities across the Pond Service & Repair, Construction, and Maintenance departments. This role supports team efficiency, maintains high standards in customer service, ensures timely preparation of job materials, and coordinates scheduling to meet company standards and client expectations.

Responsibilities

1. Materials & Job Preparation

Inventory and Material Coordination :
Review daily schedules for each department to verify material needs.
Communicate with inventory staff to pull required materials and supplies for each job.
Conduct a final check of job materials to ensure accuracy and quality.
Resolve any discrepancies or shortages before the job is scheduled to begin.
Job Folder Preparation :
Assemble and prepare job folders, including job scope, client details, materials checklist, and any specific client requests.
Verify that all necessary documentation (permits, contracts, drawings, etc.) is included
Distribute job folders to department heads and review details to ensure clarity and understanding.

2. Scheduling Coordination

Daily Scheduling :

Assist with daily schedules for each department (Service & Repair, Construction, Maintenance).

Adjust schedules as needed due to changes in priorities, weather conditions, or material availability.

Forecast and Coordination :

Assist coordination with department heads to anticipate and address upcoming jobs for the next 3-5 days.

Communicate with clients as needed to confirm scheduled appointments, arrival times, and job expectations.

3. Customer Service & Satisfaction

Customer Communication :

Conduct follow-up calls to clients after job completion to assess satisfaction and gather feedback.

Address any client concerns, complaints, or requests, and escalate as necessary.

Quality Assurance :

Monitor and track customer satisfaction metrics; report trends and issues to management.

Coordinate with relevant departments to address feedback and improve services.

4. Job Folder Completion & Follow-Up

Documentation :

Verify that completed job folders include all documentation (photos, client signatures, completion notes).

Ensure that job folders are properly filed and accessible for future reference.

Follow-Up Tasks :

Track all follow-up tasks as noted in job folders, ensuring timely resolution.

Communicate any required follow-ups to department heads and schedule them as necessary.

5. Daily Operations Coordination (Yesterday, Today, Tomorrow)

Daily Review :

Conduct a daily review of "yesterday's" completed jobs to identify any issues, pending tasks, or client feedback.

Today's Execution :

Coordinate closely with field teams to ensure "today's" jobs run smoothly, including addressing any real-time issues that arise.

Tomorrow's Preparation :

Conduct end-of-day reviews to ensure that all materials, scheduling, and folders are ready for "tomorrow's" jobs.

Key Performance Indicators (KPIs)

Material Accuracy : Percent of jobs where materials are complete and accurate on first pass.

Customer Satisfaction : Customer satisfaction scores from follow-up calls and surveys.

Job Folder Completion Rate : Percentage of job folders accurately completed and filed on time.

Scheduling Efficiency : Number of scheduling adjustments required per week.

Follow-Up Resolution Time : Average time to complete follow-up tasks after job completion.

Reporting & Communication

Weekly Reports : Submit weekly reports on customer satisfaction, follow-up completion, material accuracy, and scheduling.

Daily Briefings : Conduct a daily morning briefing with department heads to discuss priorities and resolve any issues from the previous day.

QUALIFICATIONS FOR AN OPERATIONS ASSISTANT

Strong organizational skills and attention to detail.

Excellent communication and customer service skills.

Ability to multitask and manage time effectively.

Proficient in scheduling software and office applications.

If you are ready to take the next step in your career, apply today with our quick, 3-minute, mobile-friendly initial application. We look forward to reviewing your qualifications and will be in touch soon if your skills align with our needs. Join The Pond Digger and help us build exceptional water features that inspire and delight!

Job Posted by ApplicantPro

Salary : $14 - $19

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