Job description

Job Description: Operations Assistant

Responsible To: Operations Specialist

Hours: 7:00-4:00 (Monday- Friday)

Opportunity: Work 2-3 days a week from home. Advancement opportunities with a higher salary.

Who normally applies for an Operations Assistant position?

Administrative Assistants, Secretaries, Schedulers, Office Assistants, Administrative Technicians, Medical Secretaries, Human Resource Assistants, Payroll Clerks and Bookkeepers, Dispatchers, Switchboard Operators, Office Clerks, Receptionist and many more.

Why take a position with IVCT for your next career?

• Job Advancement Opportunities: Our company is continually growing which gives you great opportunity to advance.
• You are recognized for your hard work!
• NO Major Holidays like restaurant and retail work- NO Nights! NO Weekends!
• Extra bonus opportunities through our Attendance Program
• Great Company Culture: Working with like minded people that have IVCT's core values: Honest, Effort, Providing Wow, Respect, Loyalty
• Feel Good & Help Others: Be a part of our team that cleans homes in our community for men, women, and children going through cancer.

Purpose of Position: Assist the Operations Specialist for the successful completion of all cleaning operations

Execute daily/weekly/monthly tasks assigned by Operations Specialist

Clearly communicate with technicians and clients about cleaning operations

Duties & Responsibilities:

Scheduling:

Create weekly technician schedules on time

Strategic technician routing

Finding/making spots for new bookings

Making sure every client’s scheduling request, change, and preference is documented and cheerfully accommodated.

Fulfill every job, every day and every technician’s schedule (avoid rescheduling later)

Work in initial cleans & occassionals, last minute requests

Reschedule jobs same day for absent employees, holidays, staff changes

Ensure every repeat client is cleaned on the day scheduled and (or) requested.

Responsible for not losing converted leads due to a lack of time-slots available.

Ensure daily capacity (through aggressive scheduling, juggling, stretching)
Inform office staff of openings at weekly operations meeting

Organize information for technicians on Turn In Day(print work order and monitor key assignments)

Ensure all estimator information is in the computer for scheduling

Monitor weather conditions and adjust schedule accordingly

Dispatch:

Maintain dispatch board and employee workflow

Assist technicians (directions, questions, check in/out)

Audit all working time into dispatch board for technicians

Accounts Receivable:

Print invoices, collection letters, account statements and credit card statements

Review gift card balances

Correspond with clients with past due accounts via email/phone/text

General Office:

Answer phone and text messages

Direct emails and calls to appropriate staff, take messages

Assist with the overflow of sales calls, follow up calls, answer email quotes

Maintain and order office supplies

Maintain and order equipment and cleaning supplies

Monitor and prepare laundry

Mix cleaning solutions, refill jugs, refill tool shelves

Order and create technician kits

Prepare onboarding material for new technicians

Review first day onboarding paperwork and videos with new technician

Create gift certificate sets

Send birthday cards, sympathy, and other correspondence

Maintain birthday schedule, gifts, recognition

Check vacuums, clean, replace bags, maintain

Empty trash, keep office neat, and decorate at holidays

Keep bathroom clean and stocked

Manage uniform inventory list

File paperwork and input minor notes into client software

Monitor assigned equipment/ check out equipment- retrieve items from technicians

Run errands (lunch orders for team meetings/monthly team building events/holiday treats/supplies)

Results Expected:

Minimal change for the client

Optimized schedules for all employees (full schedule daily)

Minimum chaos (forgotten keys, work orders, forgotten equipment, unconfirmed jobs, etc.)

High client satisfaction through communication

Smooth office operations

Employees organized

Neat, clean, organized office

Qualifications:

High school diploma/GED, 3 years customer service experience, 1-2 years of scheduling experience, advance computer skills (Word, Excel, Gmail), familiar with Service Autopilot or CRM (a plus but not necessary), proficient in Google maps, articulate correspondence, friendly, work in a face pace environment, make decisions quickly and accurately, detail-oriented, multi-task and work independently, flexible and ready for rapid change, quality voice

Benefits:
Work From Home (2-3 days per week)
Vacation Pay
Paid Personal Days
Attendance Reward Bonus

Salary: Salary is determined by the level of experience.

Job Type: Full-time

Pay: $29,000.00 - $35,000.00 per year

Schedule:

• Monday to Friday

Work Location: One location

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