operations administrative assistant

Jamrock Jerk

Company OverviewJamrock Jerk is a growing mobile food service operation known for authentic Jamaican jerk cuisine and high-volume catering across New York. Our operations support multiple service locations and events, requiring strong administrative systems to manage vendors, purchasing, catering administration, and operational coordination.We are seeking an Operations &amp; Administrative Assistant to support business office administration and operational coordination.This role is ideal for someone who is organized, dependable, and comfortable managing administrative tasks that support daily business operations.This is a year-round position with a seasonal schedule structure aligned with our operational cycle.Position OverviewThe Operations &amp; Administrative Assistant supports the company&rsquo;s business office systems, including catering administration, vendor coordination, purchasing administration, and financial documentation tracking. This role ensures that operational records, invoices, and vendor coordination remain organized and efficient.ResponsibilitiesCustomer Service &amp; Experience Resolution<ul><li>Monitor incoming customer communications including email and administrative inquiry channels</li><li>Respond to routine customer inquiries regarding catering orders, scheduling, or event details</li><li>Document customer concerns and ensure issues are properly escalated when necessary</li><li>Assist in resolving service issues by coordinating internally with operations staff</li><li>Maintain organized records of customer complaints and resolution outcomes</li><li>Support customer follow-up communication to ensure issues are resolved and documented</li></ul>Chargeback Dispute Administration<ul><li>Monitor payment processor notifications for customer chargebacks and disputes</li><li>Compile supporting documentation including receipts, order confirmations, and service records</li><li>Prepare and submit chargeback response documentation within required deadlines</li><li>Maintain records of dispute outcomes and chargeback activity</li><li>Coordinate internally to gather evidence needed to support dispute responses</li></ul>Loss Prevention Administration<ul><li>Track and document operational losses including payment disputes, order discrepancies, or inventory irregularities</li><li>Assist in reviewing operational reports to identify unusual patterns or discrepancies</li><li>Maintain organized records related to loss incidents and corrective actions</li><li>Support internal processes designed to reduce operational losses and prevent recurring issues</li><li>Assist management in maintaining documentation related to operational accountability</li></ul>Catering Administration<ul><li>Process catering inquiries and administrative documentation</li><li>Maintain catering order records and scheduling details</li><li>Coordinate catering documentation with operations staff</li><li>Maintain catering activity records</li></ul>Accounts Receivable Support<ul><li>Prepare and send customer invoices</li><li>Track outstanding invoices and payment status</li><li>Follow up on unpaid balances</li><li>Maintain accounts receivable documentation</li></ul>Vendor Coordination<ul><li>Communicate with vendors regarding supply orders and deliveries</li><li>Maintain vendor contact records</li><li>Track vendor communications and purchasing requests</li></ul>Accounts Payable Coordination<ul><li>Organize vendor invoices for bookkeeping review</li><li>Prepare payment documentation for submission to outsourced accounting services</li><li>Maintain records of vendor payments and purchase activity</li></ul>Inventory &amp; Purchasing Administration<ul><li>Monitor supply ordering needs</li><li>Assist with purchasing coordination for operational supplies</li><li>Track supply orders and purchasing documentation</li></ul>Training Portal Administration<ul><li>Maintain and update internal training portal documentation</li><li>Track employee training completion</li><li>Assist with organization of training materials</li></ul>Operations Reporting<ul><li>Prepare weekly operational administration reports including catering activity, vendor coordination, and purchasing summaries</li></ul>Summer Peak Season Schedule (April &ndash; November)Administrative coverage supports operations throughout the day.ScheduleMonday &ndash; Friday 6:00 AM &ndash; 2:30 PMWeekly hours: 40 hoursWinter Off-Season Schedule (December-March)During winter months, operations pause and administrative work focuses on planning and documentation.ScheduleMonday-Wednesday/Tuesday-Thursday 9:00 AM &ndash; 4:00 PMWeekly hours: 20 hoursCompensationHourly Rate: $27.00-$30.00/hourEstimated annual earnings: $46,760-$51,960 annually (based on the seasonal schedule structure)Note: Starting pay within the range is based on experience and demonstrated administrative capability.BenefitsPaid Leave<ul><li>40 hours paid sick leave annually</li><li>40 hours paid vacation annually (winter use only)</li></ul>Total paid leave:80 hours per yearVacation time is taken during the winter administrative period when operations slow.Ideal CandidateWe are looking for someone who is:<ul><li>highly organized and detail-oriented</li><li>dependable and punctual</li><li>comfortable managing administrative systems</li><li>able to work independently while supporting operations</li><li>confident communicating with staff and supervisors</li></ul>Preferred experience includes:<ul><li>2 year minimum in HR or assistant roles</li><li>workforce scheduling</li><li>administrative record keeping</li><li>hospitality or service operations</li><li>office administration</li></ul>How to ApplyPlease submit your resume along with a brief note describing your administrative experience and why you are interested in the role.Job Type: Full-timePay: $27.00 - $30.00 per hourBenefits:<ul><li>Employee discount</li><li>Flexible schedule</li><li>Paid time off</li></ul>Application Question(s):<ul><li>This position requires the following schedule: </li></ul>Summer Peak Season (April-November | 40 hours) Monday-Friday: 6:00 AM &ndash; 2:30 PMWinter Off Season (December-March | 20 hours) Tuesday&ndash;Thursday: 9:00 AM &ndash; 4:00 PMAre you able to commit to this schedule?<ul><li>Which of the following administrative tasks have you regularly handled in previous roles? (List all that apply)</li></ul>-Employee scheduling or workforce coordination -Reviewing time sheets or preparing payroll documentation -Accounts receivable or invoice preparation -Vendor communication or purchasing coordination -Administrative record keeping or compliance documentation -None of the above<ul><li>Please briefly describe one system or process you helped organize or improve in a previous job.</li><li>This role involves supporting a growing operational business with multiple moving parts. Which environment best describes where you work best?</li></ul>-Structured office with repetitive tasks -Fast-moving operational environment with changing priorities -Customer service focused environment -I prefer remote or independent workExperience:<ul><li>Administrative: 2 years (Required)</li></ul>Work Location: In person

Operations & Administrative Assistant

Wise Bird Consulting

About Empire TechnologiesEmpire Technologies Group is a business technology company based in the Inland Empire, serving customers across the United States since 2005. We specialize in network and security systems for businesses, including security systems, network cabling, access control and alarm, and wireless networks, with a focus on quality work, responsiveness, and strong customer support.Position Snapshot<ul><li>Reports To: Finance Manager</li><li>Schedule: Monday-Friday, 7:30 AM-4:30 PM</li><li>Work Setting: Full-time, in-office role</li></ul>Position SummaryEmpire Technologies is seeking a highly organized and dependable Operations &amp; Administrative Assistant to support daily office, operations, finance, HR, sales, and leadership functions. This role is ideal for someone who enjoys keeping things organized, communicating with clients and internal teams, and helping the business run smoothly day to day.This position serves as a key point of coordination between customers, technicians, project managers, and internal departments. The right candidate will be professional, proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced office environment.Key Responsibilities:Communication &amp; Scheduling<ul><li>Answer, screen, and route incoming calls</li><li>Schedule projects, service orders, and follow-up work</li><li>Communicate professionally with clients</li><li>Follow up on proposals and project updates</li></ul>Sales &amp; Production Support<ul><li>Prepare basic sales and production paperwork</li><li>Perform data entry for opportunities and quotes</li><li>Manage customer satisfaction surveys</li></ul>Finance Support<ul><li>Assist with bills, receipts, expenses, and follow-up items</li><li>Support administrative and financial data entry</li></ul>HR Support<ul><li>Schedule interviews and onboarding sessions</li><li>Assist with new-hire paperwork and coordination</li></ul>Office &amp; Administrative Support<ul><li>Maintain office supplies and reorder as needed</li><li>Handle filing, scanning, printing, and document organization</li><li>Support owners and managers with administrative projects</li><li>Assist with compliance documentation, including licenses, COIs, and safety documents</li><li>Help keep the office clean, organized, and running efficiently</li></ul>What We're Looking For<ul><li>Strong verbal and written communication skills</li><li>Professional phone and customer service skills</li><li>Excellent organizational skills and attention to detail</li><li>Ability to manage multiple tasks and deadlines</li><li>Strong administrative and data entry skills</li><li>Dependable, proactive, and team-oriented attitude</li><li>Comfortable working in a full-time, in-office environment</li></ul>Why Join Empire Technologies<ul><li>Be part of a growing company with a strong service reputation</li><li>Work closely with leadership and multiple departments</li><li>Play an important role in keeping daily operations running smoothly</li><li>Join a team focused on professionalism, responsiveness, and quality service</li></ul>Pay: $24.00 - $28.00 per hourBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li><li>Vision insurance</li></ul>Work Location: In person

Artistic Pavers

<div>Hiring - Operations Administrative Assistant
Artistic Pavers, mfg.
Location: Miami, FL
Hours: 7:00 am &ndash; 4:00 pm, Monday &ndash; Friday
Pay: $ 24.00-25.00 per hour, based on skills 
What is in it for you<ul><li>
Insurance Benefits &ndash; Medical, Dental, Vision, FSA, Disability, ADD, Life</li><li>
401K, company Match</li><li>
Paid Time Off, paid Holidays, Vacation, Sick pay</li><li>
Opportunity to grow with company</li><li>
Positive work environment</li><li>
Be part of a supportive team where your work directly contributes to operational success.
</li><li>Gain valuable experience in supply chain, purchasing, and manufacturing operations.</li></ul> 
About the Role:
We are seeking a detail-oriented and organized Operations Administrative Assistant to join our team in Miami. This role supports the Operations and Purchasing teams by managing administrative tasks, maintaining accurate data in NetSuite, and ensuring smooth communication between departments. You&rsquo;ll be an essential part of keeping our production and supply chain running efficiently. 
Key Responsibilities:<ul><li>
Generate purchase orders, track open orders, and confirm delivery schedules with vendors.</li><li>
Enter and update production schedules, order statuses, and shipping timelines in NetSuite.</li><li>
Process and reconcile inbound materials against packing slips, invoices, and purchase orders.</li><li>
Maintain accurate digital and physical records for purchasing, shipping, and receiving.</li><li>
Monitor open items in NetSuite and follow up with vendors and internal teams to resolve discrepancies.</li><li>
Enter daily operational data including inventory receipts, production updates, and transfers.</li><li>
Assist the General Manager and Plant Manager with reports, trackers, and administrative tasks.</li><li>
Manage office supplies and maintain operational document templates.</li><li>
Act as a liaison to coordinate document flow between Production, Logistics, and Finance.</li><li>
Support internal audits by preparing requested documentation or reports.</li></ul> 
Qualifications:<ul><li>
High school diploma or GED required; associate degree or certification in business or supply chain preferred.</li><li>
1&ndash;3 years of experience in manufacturing administration, purchasing, or ERP systems.</li><li>
NetSuite experience strongly preferred or other ERP systems with ability to learn quickly.</li><li>
Bilingual Spanish/English is required.</li><li>
Strong attention to detail and organizational skills.</li><li>
Proficiency in Microsoft Office (Excel, Word, Outlook).</li></ul><ul><li>
Primarily office-based within an industrial manufacturing facility.</li><li>
Regular use of computers; light lifting (up to 25 lbs.) may be required.</li><li>
Occasional visits to warehouse and production areas (PPE provided when required).</li></ul><ul><li>
Follow all safety protocols when working in or near production and warehouse areas.</li><li>
May require wearing PPE when entering plant or warehouse areas.
</li><li>Maintain situational awareness.</li></ul> 
E-Verify:
Artistic Pavers participates in the federal government&rsquo;s E-Verify program, which confirms employment authorization of all newly hired employees and most existing employees through an electronic database maintained by the Social Security Administration and Department of Homeland Security. For all new hires, the E-Verify process is completed in conjunction with the Form I-9 Employment Eligibility Verification on or before the first day of work. E-Verify is not used as a tool to pre-screen candidates. For up-to-date information on E-Verify, go to www.uscis.gov and click on 'E-Verify' located near the bottom of the page.</div>

Operations Administrative Assistant

Stanley Center for Peace and Security

Do you want to be part of a mission-driven organization dedicated to real-world change?The Stanley Center for Peace and Security seeks a part-time operations assistant to contribute to the organization&rsquo;s vision, mission, and strategic goals by ensuring that databases are updated accurately and timely, collaborating with the operations team and completing various data driven responsibilities while communicating effectively in an open, professional manner.The selected candidate will be detail-oriented, organized and diligent with:<ul><li>An understanding of various data entry systems, standards and expectations.</li><li>Working knowledge of Microsoft Excel, Outlook and Word.</li><li>The ability to learn new systems and software quickly.</li><li>The ability to work independently within a structured environment.</li><li>Excellent time management and prioritization skills.</li><li>Experience with Zoom and other virtual meeting platforms.</li><li>Clear written and verbal communication skills.</li><li>Effective collaboration and responsiveness.</li><li>Ability to handle confidential information with discretion.</li><li>Manage recurring responsibilities consistently within limited weekly hours.</li></ul>Only complete applications will be considered.About the Stanley CenterThe Stanley Center for Peace and Security partners with people, organizations, and the greater global community to nurture policy progress and systems change on three global challenges&mdash;mitigating climate change, avoiding the use of nuclear weapons, and preventing mass violence and atrocities. Based in Muscatine, Iowa, the center&rsquo;s home is one of the most ecologically sustainable office buildings in the world.Full Position DescriptionThe part-time Administrative Assistant provides ongoing operational and data support to ensure accurate database management, timely event tracking, and effective team coordination. This permanent, part-time position averaging 10 hours per week requires strong attention to detail, consistency, and the ability to work independently while collaborating closely with the Operations team.Primary ResponsibilitiesData Entry and Database Management <ul><li>Creates new events and enters contact information into the Center&rsquo;s database ensuring accuracy and adherence to established data entry protocols.</li><li>Collaborates with the Operations Specialist to obtain and verify event-related information.</li></ul>Database Upkeep and Special Projects <ul><li>Assists with routine database maintenance using reports.</li><li>Supports special database or data-cleanup projects in coordination with the Operations Coordinator.</li><li>Helps maintain accurate and current records.</li><li>Converts new web subscriber leads into contact records in a timely manner ensuring accuracy.</li></ul>Event Tracking <ul><li>Maintains and updates the Master Event spreadsheet tracking for all Center events and follow up on any discrepancies.</li></ul>Team Support <ul><li>Provides general administrative support to the Operations team.</li><li>Assists with additional tasks and operational priorities as assigned.</li></ul>QualificationsThe ideal candidate will demonstrate an interest in and commitment to our three global challenges&mdash;mitigating climate change, avoiding the use of nuclear weapons, and preventing mass violence and atrocities. In addition, the ideal candidate will have:<ul><li>Previous database system experience</li><li>Experience with event tracking or operations functions</li><li>Previous experience working in a mission-driven or nonprofit organization</li><li>An abiding interest in diverse cultures and worldviews.</li><li>Strong organizational, communication, and collaboration skills.</li><li>Demonstrated ability to pay careful attention to detail.</li><li>The ability and interest to learn quickly from colleagues across departments and disciplines.</li></ul>Additional desirable traits include:<ul><li>Previous salesforce or other CRM/database system</li></ul>Applicants must be legally authorized to work in the United States. A preemployment background check is conducted after a job offer. Past justice system involvement does not automatically disqualify a candidate from employment; background checks are evaluated individually in relation to the specific role.Classification: This is a part-time, nonexempt, hourly position reporting to the Director of Operations.Schedule: Generally, all staff members are required to be in the office on Mondays and Thursdays. Due to the limited weekly hours of this position, this requirement can be discussed and is somewhat flexible.Compensation: The hourly rate for this position is $29.05 and aligns with the Stanley Center&rsquo;s values of offering a living wage to all staff members. The center also offers opportunities for learning and professional growth within the organization.Our Location: 304 Iowa Ave, Muscatine, Iowa.Pay: $29.05 per hourWork Location: Hybrid remote in Muscatine, IA 52761

<div>:

GFT is seeking an Office Operations Administrative Assistant to join our Strategic Services team in Mechanicsburg, PA! This role follows an on‑site work model, requiring regular attendance in our Mechanicsburg office (five days a week), and includes support for additional locations, which may involve occasional travel. 
The GFT Strategic Services team, which includes Human Resources, Legal, Accounting &amp; Finance, Office Operations, IT Services and Marketing &amp; Communications, is essential for managing and supporting the company's global operations. Strategic Services is part of a broader strategy to transform the business and improve efficiency. The support of this amazing team of professionals is the backbone of our ability to deliver infrastructure consulting and design services. 
What you will be challenged to do:
This is an excellent career opportunity for an experienced, motivated Office Operations Administrator who thrives in a collaborative team environment. The role highlights a customer-focused mindset and a passion for delivering exceptional quality and results on every project. As an Office Operations Administrative Assistant, you will independently carry out &amp; manage the administrative office functions, providing administrative support to local Office Leadership as assigned and other staff within the Mechanicsburg, PA office, and remote sites. In addition, you will assist the Office Operations leadership with practice initiatives, key corporate policies, and procedures. 
In this capacity, the successful candidate will be responsible for the following:<ul><li>
Answer and direct office main line phone calls when needed.</li><li>
Sort and distribute incoming mail and process outgoing mail.</li><li>
Assist with travel and meeting arrangements.</li><li>
Order lunches and assist with staff &amp; client meetings.</li><li>
Receive vendor, guest, client visitations (i.e., security access, parking, amenities, seating, safety).</li><li>
Coordinate and manage activities / events and oversee the engagement &amp; budget compliance of the Employee Engagement &amp; Citizenship Program (EECP).</li><li>
Keep all pertinent office documentation updated (i.e., Manuals, SharePoint, Office Layout/Seating, etc.).</li><li>
Maintain office resources (i.e., workspace, furniture, supplies, office technology equipment, signage, etc.).</li><li>
Oversee the Safety Coordinator duties.</li><li>
Assist with office real estate closures, relocations &amp; renovations.</li><li>
Perform new hire orientation and terminations for designated office(s).</li><li>
Prepare &amp; submit office expense reports.</li><li>
Review and process vendor invoices.</li><li>
Prepare office agenda topics, attend, and document Office Leader-hosted meetings.</li><li>
Serve as primary contact with building property management on security access, parking, and work order requests (i.e., HVAC, maintenance, etc.).</li><li>
Perform other job-related duties as assigned.</li></ul>
:
<div>
What you will bring to our firm:<ul><li>
High school diploma required.</li><li>
2+ years of relevant administrative experience.</li><li>
Effective customer service skills.</li><li>
Strong written and verbal communication skills.</li><li>
Ability to multitask and prioritize.</li><li>
Strong organizational skills and attention to detail.</li><li>
Experience with event planning.</li><li>
Proficient in Microsoft Office Suite/O365 applications.</li><li>
Ability to problem-solve and analyze data.</li><li>
Resourceful and proactive.</li><li>
High level of professionalism and discretion in business matters to handle confidential information.</li><li>
Ability to identify, analyze, communicate, and implement process improvements.</li></ul>
What we prefer you bring:<ul><li>
Bachelor's Degree.</li><li>
Previous administrative experience within an AEC (Architecture, Engineering, or Construction Management) firm.</li></ul></div><div>
Compensation:</div><div>
The salary range for this role is $50,000 - $55,000. Salary is dependent upon experience and geographic location.</div><div>
</div><div>
Featured Benefits:</div><ul><li>Hybrid (in-person and remote) work environment.</li><li>Comprehensive benefits package including wellness programs, parental leave, and pet insurance, in addition to medical, dental, vision, disability, and life insurance.</li><li>Tax-deferred 401(k) savings plan.</li><li>Competitive paid-time-off (PTO) accrual.</li><li>Tuition reimbursement for continued education.</li><li>Commitment to professional development, access to internal and external training programs, and support of active participation in professional organizations</li><li>Incentive compensation for eligible positions.</li></ul> 
<div></div>
:
<div>
At GFT, a privately held AEC firm, we innovate where transportation, water, power, and buildings converge. We call this the Infrastructure of Life. We measure our success by the strength of our relationships &ndash; that&rsquo;s why we&rsquo;re the employer of choice for 5,000+ of the industry&rsquo;s brightest engineers, planners, architects, inspectors, designers, and more.</div><div></div><div> 
Our clients choose us for our expertise and prefer us for our nimble approach, creativity, and personal touch. Backed by over a century&rsquo;s experience, together we&rsquo;re building a lasting legacy for future generations: stronger communities, a healthier planet, and better lives. 
 
GFT: Ingenuity That Shapes Lives&trade; is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veterans&rsquo; status or other characteristics protected by law.</div><div></div><div> 
Unsolicited resumes from third party agencies will be considered the property GFT.</div><div></div><div> 
GFT does require the successful completion of a criminal background check for all advertised positions.</div><div></div><div> 
Location: Mechanicsburg, PA 
Core Business Hours: 8:00 AM &ndash; 5:00 PM 
Employment Status: Full-Time</div><div></div><div> 
#LI-on-site</div><div>
#LI-KV1</div></div>

Office Operations Administrative Assistant

Rising Calm Center

Rising Calm Center &ndash; Jacksonville, FLPathway to Paid Leadership Role Part-Time | Unpaid Internship | 1-Year CommitmentAbout Rising Calm CenterRising Calm Center is a faith-based Christian counseling and coaching organization dedicated to helping individuals move from anxiety, overwhelm, and discouragement into emotional resilience, spiritual clarity, and purposeful living.Our work integrates biblical principles with practical emotional wellness tools and structured growth programs. We are developing workshops, group programs, and online resources designed to help more people experience lasting transformation.Position OverviewWe are seeking a highly organized and tech-savvy Operations &amp; Program Growth Intern to support client intake, operational systems, marketing initiatives, and program development.This internship is designed for someone who wants hands-on experience in the operations and growth of a Christian counseling and coaching organization.This is not an observational internship. Interns will actively contribute to projects and operational systems that support the mission and growth of Rising Calm Center.Strong interns may have the opportunity to transition into a paid Operations &amp; Program Growth Coordinator role as the organization expands.Commitment<ul><li>Minimum 1-year internship commitment</li><li>10 structured hours per week focused on intake response, CRM management, and operational tasks</li><li>Up to 15 flexible hours per week for project-based work</li><li>Some availability between 8:00 AM &ndash; 5:00 PM Monday&ndash;Friday for responding to client inquiries</li></ul>Primary Responsibilities: Client Intake &amp; Lead Response<ul><li>Respond to new client inquiries via phone, text, or email</li><li>Provide clear and welcoming communication to prospective clients</li><li>Help guide qualified leads toward scheduling consultations or services</li><li>Ensure all leads receive timely follow-up and communication</li></ul>CRM &amp; Operational Systems<ul><li>Manage and organize leads using GoHighLevel CRM</li><li>Maintain accurate client records and communication logs</li><li>Help maintain intake pipelines and follow-up workflows</li><li>Track leads, bookings, and program participation</li></ul>Program Development &amp; Launch Support<ul><li>Assist in developing Rising Calm programs such as The Wholehearted Way</li><li>Help organize workshop materials and curriculum</li><li>Support setup and coordination of online webinars and digital programs</li><li>Assist with participant enrollment and program logistics</li></ul>Marketing &amp; Community Outreach<ul><li>Assist with marketing initiatives and awareness campaigns</li><li>Support email campaigns and outreach through CRM systems</li><li>Participate in community networking or outreach opportunities in Jacksonville</li><li>Help increase awareness of Rising Calm Center services and programs</li></ul>Leadership Development<ul><li>Assist in recruiting, leading, and coordinating additional interns</li><li>Help organize operational workflows and systems</li><li>Develop leadership and program management experience</li></ul>Technical SkillsIdeal candidates should be comfortable learning and using tools such as:<ul><li>GoHighLevel CRM</li><li>Google Workspace (Docs, Sheets, Drive)</li><li>Scheduling and communication platforms</li><li>Email marketing tools</li></ul>Strong organizational and technology skills are essential.Location<ul><li>Jacksonville, Florida (primary location)</li><li>Some in-person outreach or promotional activities may occur locally</li><li>Occasional travel to Gainesville for special events may be requested</li></ul>Professional DevelopmentInterns gain real-world experience in:<ul><li>Christian counseling and coaching environments</li><li>Client intake and communication systems</li><li>CRM and marketing automation</li><li>Program development and workshop coordination</li><li>Leadership and organizational growth</li></ul>Successful interns may receive mentorship, a letter of recommendation, and potential opportunity for a future paid role.Important NoteRising Calm Center provides faith-based biblical counseling and coaching, not clinical mental health training.Who This Role Is Best ForThis role is ideal for someone who:<ul><li>Is organized and dependable</li><li>Enjoys communicating with people</li><li>Is comfortable using technology and digital tools</li><li>Is interested in counseling, psychology, ministry, marketing, or entrepreneurship</li><li>Wants hands-on experience helping grow a mission-driven organization</li></ul>People with background in psychology, counseling, ministry, communications, marketing, or business programs are encouraged to apply.How to ApplyPlease submit:<ul><li>Resume</li><li>Brief introduction about yourself</li></ul>Also include a short paragraph answering this question:Why are you interested in helping grow a Christian counseling and coaching organization, and what strengths would you bring to this role?Benefits:<ul><li>Flexible schedule</li></ul>Work Location: In person

Operations & Administrative Assistant | Education & Goal Driven

JW Bamford

<div><div>JOB DESCRIPTION
</div>
Summary/objective
Support the Director of Acquisitions and the Asset Manager across multiple properties by coordinating vendors, collecting bids and compliance paperwork, scheduling property appointments, supporting leasing, booking travel, and organizing receipts and property files so leadership can make fast decisions and maintain strong documentation.

Reporting &amp; Working Relationships
<ul><li>
Primary support for the Director of Acquisitions and Asset Manager.</li><li>
Works with vendors, agents, tenants/applicants, escrow/title, HOA&rsquo;s, and utility providers.</li><li>
Authority limits: may gather bids, schedule, and organize documentation, but does not approve budgets, sign contracts/leases, or authorize payments without written approval. Upon written approval, communicate authorized payment details to our accounting department.</li></ul>

Essential functions

Vendor Sourcing, Bids, and Job Management (End-to-End)
<ul><li> Search for vendors/contractors/handymen by city/zip and build a reliable vendor base by trade (handyman, HVAC, plumber, electrician, roofer, cleaner, lawncare, etc.).</li></ul>
<ul><li> Contact vendors and confirm availability, service area, trip fee/minimum, timelines, preferred communication method, and ability to provide photo/video updates.</li></ul>
<ul><li> Send the same scope of work to 2&ndash;3 vendors and collect written bids by a set deadline.</li></ul>
<ul><li> Prepare a clear Bid Comparison Summary for leadership (price, timeline, materials, warranty, exclusions, and payment schedule).</li></ul>
<ul><li> After a vendor is selected: coordinate start date, access, and job schedule; track progress and request before/after photos.</li></ul>
<ul><li> Follow up through completion and payment: collect final invoice, confirm work completion, ensure paperwork is on file, and submit a complete payment packet to the accountant.</li></ul>

Vendor Onboarding &amp; Compliance Paperwork
<ul><li> Maintain an approved vendor list with contact information, service notes, and coverage area.</li></ul>
<ul><li> Collect and file vendor requirements: W-9, Certificate of Insurance (COI) (request Additional Insured when needed), license information (when applicable), and ACH/payment details. Provide insurance information to our insurance department.
</li></ul><ul><li> Track vendor status: Approved / Pending Documents / Not Approved, and follow up until complete.</li></ul>

Scheduling, Appointments, and Property Access
<ul><li> Schedule and coordinate showings, inspections, contractor visits, and turn-key walkthroughs.</li></ul>
<ul><li> Coordinate access details: lockbox codes, one-time codes, showing instructions, gate codes, and tenant coordination when occupied.</li></ul>
<ul><li> Confirm appointments 24 hours before and send same-day reminders to all parties.</li></ul>
<ul><li> Keep calendars updated with address, time window, attendees, and access instructions.</li></ul>

Tenant Operations (Leasing Support)
<ul><li> Post/refresh listings (Zillow, Facebook, etc.) and respond to inquiries using screening questions (move-in date, income, credit target, pets, and rental history).</li></ul>
<ul><li> Pre-screen applicants and collect required documents (ID, paystubs, bank statements, vouchers if Section 8, etc.).</li></ul>
<ul><li> Prepare lease packet for e-sign (lease, addenda, utility instructions, and move-in checklist).</li></ul>
<ul><li> Track move-in/move-out logistics (keys, deposits, important dates, and utility transfer confirmations).</li></ul>

Travel Booking &amp; Trip Administration
<ul><li> Book out-of-state travel logistics as requested: flights, hotels, car rentals, and calendar blocks; maintain a clear itinerary.</li></ul>
<ul><li> Organize travel confirmations and save all travel receipts for accounting and property expense tracking.</li></ul>

Receipts, Expense Tracking, and Spreadsheet Organization (Per Property)
<ul><li> Gather and save all receipts/invoices for every property and related travel.</li></ul>
<ul><li> Label and file receipts by property and category (Repairs, CapEx, Utilities, HOA, Insurance, Taxes, Cleaning, Lawn, Supplies, Travel, etc.).</li></ul>
<ul><li> Maintain a property expense spreadsheet with date, vendor, amount, category, description, payment status, and a link to the receipt, or obtain reports from accounting.</li></ul>

Property Files &amp; Document Control
<ul><li> Create and maintain a folder structure per property (Lease, Rehab, Utilities, HOA, Insurance, Taxes, Receipts, Photos, Warranties, Permits/Inspections).</li></ul>
<ul><li> Keep copies of leases, addenda, inspections, permits, warranties, and photos in the correct property folder.</li></ul>
<ul><li> Maintain a Property Profile Sheet per property (address, lockbox information, paint codes, vendor contacts, appliance model/serial numbers, and warranty information).</li></ul>

HOA and Utilities Coordination (Per Property)
<ul><li> Maintain HOA contact details for each property and handle routine communication (rules, dues, resale packages, approvals, violation notices, and general questions).</li></ul>
<ul><li> Coordinate utility set-up and transfers for every property (electric, water, gas if applicable, trash) including start/stop dates, account confirmations, and any required applications or deposits.</li></ul>
<ul><li> Request and track new mailbox keys (or rekeys) when needed; document who received keys and where they are stored.</li></ul>

Contract-to-Close Coordination (New Acquisitions)
<ul><li> Coordinate escrow/title communication and track contract deadlines (inspection period, financing/appraisal dates, closing date, and document due dates).</li></ul>
<ul><li> Schedule inspections and organize repair requests; collect bids quickly when repair estimates are needed for negotiations or planning.</li></ul>
<ul><li> Respond to document requests from escrow/title by gathering and providing entity documentation as needed (EIN, operating agreement, authorized signers, insurance, and any other requested records).</li></ul>
<ul><li> Maintain a simple closing checklist and provide regular status updates until closing is complete.</li></ul>

Standard Deliverables
<ul><li> Bid Comparison Packet (per job): vendor bids + summary + recommendation + vendor documentation status.</li></ul>
<ul><li> Payment Packet (per vendor): invoice + W-9 + COI + completion proof (photos) + approval note for payment processing.</li></ul>
<ul><li> Weekly Operations Summary: scheduled appointments, jobs in progress, leasing pipeline, items requiring decisions, and overdue follow-ups.</li></ul>
<ul><li> Updated Property Expense Spreadsheet: current expenses by property with receipts filed and linked (or obtain from accounting).</li></ul>
<ul><li> Property Profile Sheet (per property) kept current, including HOA and utility contacts.</li></ul>

Tools That Are Used
<ul><li> Google Drive or Dropbox (folder organization), Gmail, phone/text</li></ul>
<ul><li> Google Sheets / Excel (expense tracker, vendor database, bid comparisons)</li></ul>
<ul><li> Zillow Rental Manager / Facebook Marketplace (leasing support)</li></ul>
<ul><li> DocuSign (or similar) for lease packets</li></ul>
<ul><li> Calendar (Google/Outlook) for scheduling and reminders</li></ul>

Competencies

 Analytical:
<ul><li>
Attention to Detail: Accomplishing tasks by considering all areas involved no matter how small; showing concern for all aspects of the job, accurately checking processes and tasks, being watchful over a period of time.</li></ul>

Communication Skills:
<ul><li>
Communication Skills: The ability to communicate clearly both verbally and written.</li></ul>

Continuous Improvement:
<ul><li>
Adaptability: The ability to adapt to continuous change and business needs.</li><li>
Creativity: The ability to generate, propose, and implement original ideas and practices.</li><li>
Professional Development: Commitment to ongoing professional development and staying up to date with industry trends.</li></ul>

 Ethical Conduct:
<ul><li>
Confidentiality: Ensures all sensitive information is protected and handled in a manner that respects and honors the individual, or situation, the information pertains to and prevents the revealing or divulging of any such information unless it is necessary in the performance of your duties.</li><li>
Ethics: The ability to remain committed to truthfulness, honesty, accountability, and integrity above all else.</li></ul>

Interpersonal Skills:
<ul><li>
Initiative: Solves complex issues with good results, takes proactive steps to support team goals and address issues before they escalate, and seeks out opportunities to contribute beyond assigned duties to benefit the team.</li><li>
Professionalism: Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.</li><li>
Teamwork: The ability to effectively collaborate with others to achieve common goals and objectives. This involves working cooperatively with team members, valuing diverse perspectives, and contributing to a supportive and productive team environment.</li></ul>

Organizational Skills:
<ul><li>
Dependability/Reliability: Can be relied upon to complete tasks and meet deadlines, demonstrates a high level of reliability in all aspects of work, maintains regular attendance and punctuality, and meets commitments consistently.</li><li>
Multitasking: Handling multiple tasks simultaneously while maintaining quality and efficiency.
</li><li>Time Management: The ability to effectively manage time and prioritize tasks to meet deadlines.</li></ul>

Strategic Thinking:
<ul><li>
Decision Making/Judgement: The ability to recognize and respond to problems, systematically gather information, sort through complex issues, seek input from others, address root cause of issues, make timely decisions, make difficult decisions, use consensus when possible, and communicate decisions to others.</li></ul>

Technical Expertise:
<ul><li>
Compliance: Adheres to all regulatory and organizational policies and procedures.</li><li>
Knowledge of Position: Understanding of principles, practices, and standards of job or department.</li><li>
Quality of Work: Demonstrates accuracy and thoroughness, looks for ways to improve and promote quality, applies feedback to improve performance, and monitors own work to ensure quality.</li></ul>

Supervisory responsibilities
<ul><li>
None</li></ul>

Work environment
<ul><li>
The work is generally performed indoors in a professional office environment.</li></ul>

Physical demands
<ul><li>
Primarily sitting with some walking, standing, and bending.</li><li>
Able to hear and speak into a telephone, or remote meetings.</li><li>
Close visual work on a computer terminal.</li><li>
Dexterity of hands and fingers to operate any required computer keyboard, mouse, and other technical instruments.</li><li>
Occasional bending, stooping, reaching and lifting.</li><li>
Occasional squatting, climbing stairs, crouching and kneeling.</li><li>
Frequently lifts and carries up to 10-20 pounds.</li><li>
Repetitive motion - Hands, Arms.</li></ul>

Travel required
<ul><li>
This position requires local travel to multiple sites as assigned, able to run general errands 25-30% of the time, and on occasion may need to travel out of state for assignments.</li></ul>

Required education and experience
<ul><li>
Experience with spreadsheets and filing.</li><li>
Microsoft Word, Outlook, Excel, Google Sheets, Docusign, and Adobe.</li><li>
Basic Mathematics.</li><li>
Proficient in typing, minimum of 45 wpm.</li></ul>

Preferred education and experience
<ul><li>High School Diploma (Preferred), AA Business Degree</li><li>
3+ plus years&rsquo; experience in general office administration work, real estate, or equivalent.</li></ul>

Additional eligibility requirements
<ul><li>
Valid California Driver&rsquo;s License.</li><li>
Have a reliable vehicle.
</li><li>May be required to drive personal vehicle to multiple worksites during the workday. Proof of current/active automobile insurance if driving personal vehicle and assigned to multiple sites.
</li><li>Pass a Pre-Employment Background Check.
</li><li>Pass a Pre-Employment Drug Screening.</li><li>
Must have a cell phone for communication and scheduling.</li></ul>

Benefit Conditions:
<ul><li>
Only full-time employees are eligible.</li><li>
May have a waiting period.</li></ul>

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.</div>

Real Estate Operations Administrative Assistant

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