Operations Assistant

Job Overview

We are seeking a proactive and organized Operations Assistant to join our painting company. In this vital role, you will support daily office functions, streamline administrative processes, and ensure smooth communication across departments. Your energetic approach and attention to detail will help us maintain an efficient, welcoming environment for clients and staff alike. This paid position offers an exciting opportunity to develop your office management, leadership, and problem solving and strategic thinking skills while contributing to a fast-paced workplace culture.

Duties

• Manage operations, scheduling, taking calls and emails from clients, greeting customers and directing them appropriately with professionalism and warmth
• Handle multi-line phone systems, answering inquiries promptly and routing calls efficiently
• Maintain accurate data entry records using google sheets and Sage accounting software
• Support bookkeeping tasks, including invoicing, expense tracking, and financial record keeping
• Organize files, documents, and confidential information with discretion and precision
• Assist with calendar management and scheduling construction jobs
• Provide exceptional customer service by addressing client questions and supporting client communication efforts
• There is some time in the field and checking jobsites to better know your clients and their workflow and expectations
• Dispatching and assigning paint crews for 20-40 job sites a day
• Prioritizing scheduling needs and understanding geographical locations to dispatch crews
• update 30+ crews on scheduled tasks for the upcoming day and briefing crews on work scope for the day, paint color schemes etc
• Ordering paint and supplies from surrounding paint stores that are strategically closest to job sites while attaching each paint purchase to an address and purchase order - over 500 homes with POs from multiple softwares
• Run Weekly payroll for 30+ employees
• Assist and support the COO with daily task
• Supporting Social media projects and google campaigns and marketing
• Strategic thinking for growth, sales, and a competitive spirit to grow the company

Requirements

• Proven experience in office management or administrative support roles with clerical experience
• Strong computer literacy, including proficiency in Microsoft Office Suite (Word, Excel, Outlook) and the ability to learn Sage accounting software
• Excellent organizational skills with the ability to multitask effectively in a fast-paced environment
• Must be bilingual English and Spanish to translate for COO and to be able to assign tasks and negotiate pay with painters while also communicating with construction managers
• Exceptional phone etiquette skills and customer support calls
• Demonstrated ability to handle confidential information responsibly and professionally
• Strong typing, proofreading, and data entry skills to ensure accuracy in all documentation
• Previous personal assistant or office experience preferred, especially involving calendar management and administrative tasks but not necessary

Join us as an Operations Assistant and be a key player in creating an efficient, friendly workplace where your organizational talents shine! This paid role is perfect for motivated individuals eager to grow their career in office administration and help grow the painting company at 30+ percent growth per year. This is a flexible job with some working from home but is not a 9-5 pm job. There will be last minute scheduling changes early in the morning, throughout the day and some evening as your schedule will balance the painting of 30-60 different addresses a day throughout San Antonio area

Pay: $18.00 - $23.00 per hour

Benefits:

• Flexible schedule

Work Location: Hybrid remote in San Antonio, TX 78218