Operations Assistant

RoleOperations Assistant

Priority LocationPhilippines, South Africa

Working HoursMonday-Friday, 8AM-5PM Pacific Time

The final offer is at the client’s discretion and will depend on the candidate’s interview result, skills, and experience.

About the Company: W​e're united by a simple mission: to provide fast, high-quality service at fair prices. For over a decade, this commitment has fueled our growth in the commercial door industry, and we’re just getting started. As we continue this exciting journey to grow in Northern California and beyond, we're looking for exceptional humans to join our team and mission.

About the Role:  The Operations Assistant is the tactical engine of the company. Working within a specialized department, you are responsible for the high-speed execution of administrative tasks—whether that is qualifying a new lead, scheduling a technician, or drafting a precise invoice. You are

expected to maintain extreme attention to detail while meeting strict deadlines for response

times and data entry.

Key Responsibilities

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Tactical Execution & Data Entry

- Execute high-volume administrative tasks within your assigned department.

- Ensure 100% accuracy in platforms for every record created or updated.

- Maintain a clean and organized digital workspace, ensuring all customer files and project notes are easily accessible to the rest of the team.

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Queue Management & Responsiveness

- Monitor your department's queue to ensure no task sits idle beyond established SLAs.

- Respond to internal and external inquiries with speed and professionalism.

- Identify and flag potential issues to your Coordinator immediately to prevent delays.

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Customer Support & Documentation

- Communicate with customers via phone, email, or chat to gather missing information, confirm service details, or provide status updates.

- Ensure all customer-facing documentation is professional, clear, and free of grammatical or numerical errors.

- Support your Coordinator in daily "Clean-Up" tasks to ensure the department meets its weekly performance KPIs.

Qualifications & Skills

- Experience : 1+ years in a fast-paced administrative or customer support role.

- Organization : Exceptional ability to manage repetitive tasks with high precision and zero errors.

- Communication : Direct, assertive, and professional English proficiency; Spanish is a plus.

- Technical Proficiency : Skilled in Google Workspace and comfortable learning complex CRM/Service Management software.

Our Ideal Candidate

- Competent : Has the intelligence, hard and soft skills necessary to execute. Exceptional attention to detail, high critical thinking, excellent communicator, confidence, comfortable with new/challenging tasks, accepts constructive criticism.

- Culture Fit : Operates with a high standard of excellence and a focus on service. Kind, empathetic, positive, strong customer orientation, acts with integrity and confidentiality.

- Committed : Demonstrates reliability and a capacity for long-term growth.

- Composure : The ability to manage anxiety in a structured learning environment without letting it drive behavior - sitting with not knowing yet, following a structured sequence without racing ahead, and surfacing uncertainty rather than hiding it.

Equipment Requirements

- Computer with at least 3.0 GHz processor, 16GB RAM, Windows 11, and a webcam

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USB headset with noise cancellation feature

- High-speed internet connection of at least 300 Mbps

- Backup internet connection (i.e., mobile hotspot) of at least 30 Mbps Results

KPIs

- Task Completion Rate: Percentage of daily assigned tasks completed within the required timeframe.

- Accuracy Rate: Number of records requiring correction vs. total records processed.

- Response Time: Ability to meet specific departmental response targets.