Operations Assistant - 65730773076

Position : Operations Assistant

Work Hours (Client) : Monday to Friday, 8am to 4pm MST

Pay Range : $1,500 to $2,000/ month(varies based on skill set and experience level)

Location of Search : Latin America or South Africa

Work Location : Remote

Company Overview:

This role supports two fast-growing, customer-focused businesses managed by a single entrepreneur: a premier landscape and turf installation provider and a youth sports organization. Operating across these complementary industries, the business group delivers top-tier outdoor installation services and community sports programs, with a focus on high-quality service, local relationship building, and continuous growth. 

Role Overview:

This is a high-impact, highly trusted role for someone who enjoys bringing structure to a fast-moving environment. You will work closely with the owner to manage the administrative and operational details that keep both the businesses moving, allowing him to stay focused on sales, customer relationships, and growth.

The right person will be more than an administrative assistant. You should be a strong problem solver who can take an incomplete process, figure out what needs to happen, and build a better system around it. This role will evolve over time as you learn the businesses, identify opportunities to improve workflows, and take greater ownership of day-to-day operations.

Duties and Responsibilities:

• Administrative & Executive Support:
  • Manage and organize incoming emails across both businesses, ensuring important requests are addressed and nothing falls through the cracks
  • Track follow-ups, deadlines, documents, and outstanding administrative tasks
  • Help manage recurring administrative responsibilities and ensure important items are completed on time
  • Coordinate information between the owner, customers, vendors, contractors, and other business partners
  • Take ownership of small but important tasks that would otherwise pull the owner away from higher-value activities
• Sales & Customer Operations:
  • Support the sales process from initial lead through scheduling, quoting, and project handoff
  • Respond to inbound leads through email and text and ensure timely follow-up
  • Build customer quotes based on measurements, plans, notes, and information provided by the owner
  • Organize and save quotes for owner review and delivery
  • Coordinate appointments and maintain an organized schedule so the owner can focus on in-person sales appointments
  • Help create a smooth and repeatable process for moving customers from closed sale into production
• Project & Job Coordination:
  • Coordinate the operational workflow that begins once a turf project is sold
  • Track upcoming projects, deadlines, and required next steps
  • Coordinate material orders with vendors, including turf, base materials, glue, and other installation supplies
  • Communicate with vendors to confirm orders, availability, and delivery logistics
  • Make sure materials and other project requirements are handled proactively rather than reactively
  • Help build and improve the systems and workflows used to manage jobs from sale through completion
• Financial & Business Administration:
  • Help organize invoices, accounts receivable items, and other financial information flowing through the business
  • Coordinate administrative items with the existing bookkeeper and CPA when appropriate
  • Help ensure invoices, insurance documents, vendor paperwork, and other business records are completed and organized
  • Track outstanding financial or administrative items and follow up until they are resolved
• Process Improvement:
  • Identify recurring tasks that can be simplified, delegated, automated, or better organized
  • Build and document processes and SOPs as you learn the business
  • Create structure where processes are currently informal or owner-dependent
  • Serve as a thought partner to the owner on how to make the business more organized and efficient
  • Gradually take ownership of additional operational responsibilities as your knowledge of the business grows

Minimum Qualifications:

Experience: 2–5+ years of professional experience in operations, business administration, executive assistance, project coordination, customer operations, or a similar role

Language requirement: Excellent written and verbal English communication

• Experienced with quoting, scheduling, customer service, vendor coordination, bookkeeping, or project coordination 
• Experience supporting a business owner, executive, entrepreneur, or small business is highly preferred
• Experience in Jobber, Quo and GoHighLevel advantageous 
• Comfortable working independently without needing detailed instructions for every task
• Comfortable managing multiple priorities and switching between different types of work
• Tech-savvy and comfortable learning new software and systems
• A proactive mindset with the ability to anticipate what needs to happen next

What Success Looks Like

Success in this role means the owner has fewer things to keep track of and more freedom to focus on the work where he creates the most value. You'll know you're succeeding when:

• Leads are followed up with quickly and consistently
• Quotes are built and organized without the owner having to manage the process
• Appointments and schedules are kept organized
• Materials are ordered and coordinated proactively
• Administrative deadlines are handled before they become urgent
• Emails and follow-ups no longer pile up
• The owner can spend more of his time selling, meeting customers, and growing the businesses

Processes become increasingly organized, documented, and repeatable