Administrative Assistant – Operations Support

About the Company
We are a growing U.S.-based company seeking an experienced, highly organized, and dependable Administrative Assistant – Operations Support to join our team on a long-term basis.

This position will play an important role in supporting our day-to-day operations and ensuring that administrative processes, customer communication, documentation, scheduling, and follow-up activities are handled accurately and efficiently.

We are looking for a professional, proactive, detail-oriented individual who takes ownership of responsibilities, communicates effectively, and can manage multiple priorities in a fast-paced environment.

Position Responsibilities
Provide comprehensive administrative and operational support to management and internal teams.
Manage daily administrative tasks, priorities, deadlines, and follow-ups.
Monitor outstanding tasks and ensure timely completion.
Handle inbound calls and customer communications professionally when required.
Schedule appointments, meetings, inspections, and other business activities.
Maintain accurate and up-to-date customer, project, and operational records.
Enter, organize, and update information within CRM systems, spreadsheets, and other company platforms.
Maintain organized digital files, documents, reports, and administrative records.
Conduct online research and prepare clear, organized summaries for management.
Coordinate information between customers, team members, vendors, and other relevant parties.
Follow up proactively on outstanding requests, documents, appointments, and action items.
Assist in creating and maintaining SOPs, checklists, workflows, and internal documentation.
Identify administrative inefficiencies and recommend practical improvements.
Assist with process development and implementation as the company continues to grow.
Support special projects and other operational initiatives as assigned.
Maintain confidentiality and handle company and customer information responsibly.
Qualifications
Previous professional experience in Administrative Support, Operations, Virtual Assistance, Executive Assistance, or a related position.
Excellent written and verbal English communication skills.
Exceptional organizational and time-management abilities.
Strong attention to detail and commitment to accuracy.
Demonstrated ability to manage multiple priorities and deadlines.
Strong follow-up and task-management skills.
Professional telephone and customer communication skills.
Proficiency with Google Workspace, Microsoft Office, spreadsheets, email , and web-based applications.
Experience with CRM systems and project-management platforms is preferred.
Strong research, analytical, and problem-solving abilities.
Ability to learn new software, systems, and processes quickly.
Ability to work independently while maintaining consistent communication with management.
Reliable, accountable, and committed to meeting deadlines.
What We Are Looking For
The ideal candidate is more than someone who simply completes assigned tasks.

We are looking for a professional who can take ownership of responsibilities, anticipate what needs to be done, and maintain organization across multiple areas of the business.

You should be comfortable receiving priorities, developing a plan, executing tasks, and providing clear updates on progress.

Attention to detail is critical. We need someone who reviews their work, identifies potential issues before they become problems, and follows through until each responsibility is fully completed.

We also value continuous improvement. If you identify a better way to organize a process, reduce repetitive work, or improve communication, we want you to bring that idea forward.

Long-Term Growth Opportunity
This is a long-term position with opportunities for increased responsibility as the company expands.

Over time, the successful candidate may become involved in:

Operations coordination
CRM administration
Project coordination
Process improvement
SOP and workflow development
Customer experience
Team coordination
AI tools and business automation
Our goal is to find someone who wants to build a career with the company, not simply complete short-term assignments.

Application Instructions
Please include the following in your application:

Resume or detailed work history.
Brief professional introduction.
Previous experience in administrative or operations support.
Software and platforms you have experience using.
Experience managing multiple priorities and deadlines.
Availability and preferred working hours.
Expected hourly rate.
Application Question
Describe a situation where you were responsible for managing several competing priorities at the same time. How did you organize the work, determine what needed to be completed first, and ensure that nothing was overlooked?

Please provide a specific example.