Operations Support Specialist

• Organizational Skills - Manage multiple tasks and maintain organized filing systems. 
• Communication Skills - Communicate clearly and professionally in writing and verbally. 
• Time Management - Prioritize tasks and manage scheduling effectively. 
• Technical Proficiency - Skilled in office software.  Proficiency in Microsoft Suite or Google Workspace (specifically heavy spreadsheet usage, document creation, and email management).
• AI Literacy: Familiarity with leveraging AI platforms (e.g., Gemini, ChatGPT) to optimize workflows, drafting, or problem-solving.
• Attention to Detail - Ensure accuracy in data entry and document preparation. 
• Problem-Solving - Address and resolve administrative issues efficiently. 
• Customer Service - Provide excellent service to clients and handle inquiries with a friendly attitude. 
• Confidentiality - Handle sensitive information with discretion. 
• Team Collaboration - Work well with colleagues and support various departments. 
• Adaptability - Adjust to changing priorities and learn new tools quickly. 
• Driver's License: Must possess a valid Driver’s License with a clean driving record.
• Physical Ability: Ability to lift 100lbs and perform physical labor.

• Email Management
  • Respond to Emails: Address incoming emails promptly, providing responses to customer inquiries, internal requests, and general correspondence. 
  • Organize Inbox: Prioritize and categorize emails to ensure timely follow-up and efficient management of communications. 
• Phone Management
  • Answer Phones: Handle incoming phone calls, directing them to appropriate departments or individuals and taking messages when necessary. 
• Customer Assistance: Provide information and assistance to callers, resolving inquiries and issues effectively. 
• Customer Scheduling
  • Assist with Appointments: Help customers schedule appointments and services, coordinating with internal staff to confirm availability. 
  • Manage Scheduling Conflicts: Resolve any conflicts or changes in scheduling, ensuring customer satisfaction and efficient use of resources. 
• Worker Support
  • Assist Team Members: Provide support to employees by helping with administrative tasks, coordinating schedules, and resolving any office-related issues. 
  • Resource Allocation: Ensure that team members have the necessary resources and information to perform their tasks effectively. 
• Invoicing and Accounts Receivable
  • Generate Invoices: Create and send invoices to clients, ensuring accuracy and timely delivery. 
  • Monitor Payments: Track accounts receivable, follow up on overdue payments, and assist with reconciling accounts. 
• Ad Leads
  • Handle Leads: Respond to and manage leads generated from advertisements, providing information and follow-up as needed. 
  • Track Conversion: Monitor the progress of ad leads and report on effectiveness and conversion rates. 
• Social Media Management
  • Post Content: Manage and post content on company social media platforms, including updates, promotions, and engaging posts. 
  • Monitor Engagement: Track social media interactions and respond to comments or messages to maintain an active online presence. 
• General Administrative Support
  • Assist with Various Tasks: Perform other administrative tasks as required, including document preparation, file management, and supporting daily operations. 
  • Adaptability: Be flexible and ready to take on new responsibilities related to the above duties as needed. 

 Inventory & Supply Chain Management

• Maintain accurate inventory counts of all materials and equipment.
• Proactively order supplies to ensure optimal stock levels.
• Receive, inspect, and organize incoming material shipments.
• Stage materials and prep equipment for installation crews ahead of schedule.
• Maintain flexibility to transition from office/warehouse tasks to physical labor seamlessly.