Hybrid Operations Administrative Assistant at AMBASSADOR HOME IMPROVEMENTS INC.

Description

We are seeking a proactive and detail-oriented individual to join our Operations Department as an Operations Assistant. In this role, you will work closely with Operations Managers to aid and assist in various duties and reports essential to the efficient functioning of our operations. The Operations Assistant will be responsible for facilitating interdepartmental communications, multitasking, and working independently to ensure the smooth operation of our processes.

Main Duties & Responsibilities:

• Verify  all 1099 paperwork is completed and correct prior to the start of training, including but not limited to: workers comp, signed contractor agreement, liability insurance, vehicle insurance, EIN #
• Process invoices for 1099 installers
• Account Verification post sale - scrubs contracts, updates/corrects all information in enabled & rForce. Contacts sales reps for discrepancies; obtains or coordinates the necessary documents HOA's, permits, HARB, etc. Responsible for uploading sale documents to rForce and moving order to Tech Measure Needed status
• Assist in maintaining HOA, HARB, and municipality lists for all territories
• Assist Ops Management Team with report and information gathering, dispersing to other Teams.
• Cross train in other duties and responsibilities of other Operations Admin Assistants to assist when necessary, including but not limited to:  generating daily sales spreadsheet, creating Orders (within rForce) for newly sold Opportunities, assist in requesting HOA & HARB approval, and communication with outside vendors and customers.
• Additional duties as assigned

Requirements

• High school diploma or equivalent
• Previous experience in an administrative or operations support role preferred.
• Strong organizational skills and attention to detail.
• Excellent communication skills, both verbal and written.
• Ability to multitask, prioritize tasks, and work independently.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to adapt to changing priorities and deadlines.
• Experience in construction or dealing with HOA's and permits is a plus