Operations Manager & Executive Assistant
hace 1 día
Mendota Heights
Job Description Crocus Home Services Inc. | Marigold Homes & Crocus Homes Schedule: Monday–Friday, 8:00 AM–2:00 PM Hours: 30 hours per week Compensation: $25.00 per hour Employment Type: Part-Time About the Position We are looking for an exceptional, highly organized, tech-savvy individual to join our growing company as an Operations Manager & Executive Assistant. This is a unique position combining business operations, employee management, client relations, administrative responsibilities, and executive and personal assistant support. The primary responsibility will be overseeing the daily operations of Marigold Homes while also assisting the owner with Crocus Homes, special projects, accounting requests, and personal tasks. We need someone who is a natural problem-solver, an excellent communicator, and a self-starter who can confidently take ownership of responsibilities. We are looking for someone who doesn't just complete tasks but sees what needs to be done and makes it happen! Key Responsibilities 1. Daily Operations & Scheduling • Oversee the day-to-day operations of Marigold Homes., • Manage daily and weekly employee schedules., • Handle employee call-ins, absences, and schedule changes., • Arrange employee coverage as needed., • Ensure all client appointments are properly staffed., • Communicate scheduling changes to employees and clients., • Monitor scheduling efficiency and reduce unnecessary gaps and unbillable hours., • Coordinate new and recurring client appointments., • Proactively identify and resolve scheduling conflicts., • Keep the owner informed of important operational issues. 1. New Clients, Estimates & Sales • Respond promptly and professionally to new client inquiries., • Schedule and conduct cleaning estimates., • Prepare and send quotes using approved pricing guidelines., • Follow up on estimates and potential new clients., • Help convert one-time clients into recurring clients., • Set up new clients in company systems., • Maintain accurate client records and service preferences., • Track inquiries, estimates, bookings, and lost opportunities., • Identify opportunities to fill available scheduling openings. 1. Employee Management & Accountability • Serve as the primary point of contact for routine employee questions and concerns., • Provide daily direction and communicate job expectations., • Monitor employee attendance, punctuality, and performance., • Address routine performance issues and provide coaching., • Coordinate employee onboarding and training., • Maintain accurate employee documentation., • Assist in resolving employee concerns and conflicts., • Monitor service quality and client feedback., • Document employee issues and communicate significant concerns to the owner., • Help create a positive, professional, and accountable work environment. 1. Employee Hours & Payroll Preparation • Review employee time entries daily., • Compare scheduled hours with actual hours worked., • Track billable and nonbillable employee hours., • Identify excessive paid hours, unnecessary overtime, and scheduling inefficiencies., • Investigate and document timekeeping discrepancies., • Verify employee hours before payroll processing., • Track employee productivity and labor costs., • Prepare weekly labor and scheduling reports., • Maintain accurate payroll-related records. 1. Billing, Invoicing & Collections • Ensure all completed services are accurately invoiced., • Review invoices for accuracy and missing charges., • Send invoices promptly., • Monitor unpaid invoices and outstanding balances., • Follow up professionally on overdue payments., • Work toward the company's goal of collecting payments within three days., • Resolve routine billing questions and discrepancies., • Maintain organized billing records., • Provide weekly accounts receivable updates. 1. Client Relationships & Retention • Follow up with new clients after their first appointment., • Conduct regular check-ins with recurring clients., • Respond to client questions, concerns, and requests., • Resolve routine service complaints., • Track client cancellations and reasons for discontinued services., • Follow up with clients who have not scheduled additional appointments., • Maintain client preferences and special instructions., • Help deliver a consistently excellent client experience., • Identify opportunities to strengthen client relationships and retention. 1. Quality Control & Supplies • Monitor service quality and cleaning standards., • Coordinate quality checks and follow-up visits., • Address routine service concerns., • Monitor cleaning supply inventory., • Order supplies within approved budgets., • Ensure employees have the equipment and supplies needed to perform their jobs., • Track equipment issues, damages, and supply needs. 1. Executive & Personal Assistant Responsibilities • Assist the owner with business and personal tasks as requested., • Help manage appointments, calendars, reminders, and deadlines., • Make phone calls, reservations, and arrangements., • Complete errands and miscellaneous requests., • Research information and gather quotes., • Assist with emails, correspondence, and follow-ups., • Coordinate special projects, vendors, and outside service providers., • Maintain organized task lists and track outstanding assignments., • Anticipate needs and proactively identify ways to help., • Follow through on projects without repeated reminders., • Maintain strict confidentiality regarding business and personal matters. 1. Accounting, Documentation & Administrative Support • Communicate directly with the company's accountant regarding documentation requests., • Gather, organize, and submit receipts, invoices, statements, and financial records., • Assist with bookkeeping-related administrative tasks., • Prepare and submit requested paperwork., • Maintain organized digital and physical filing systems., • Assist with payroll documentation and employee records., • Organize paperwork for insurance, workers' compensation, and other business requirements., • Track outstanding requests from accountants and outside professionals., • Assist with tax preparation documentation., • Ensure administrative deadlines are met., • Complete additional administrative projects and documentation as needed. 1. Reporting & Owner Communication Prepare a weekly operational report including: • Total weekly revenue., • Billable employee hours., • Total paid employee hours., • Nonbillable hours and scheduling inefficiencies., • New client inquiries and estimates., • New clients booked., • Client cancellations and retention concerns., • Outstanding invoices and collections., • Employee attendance or performance concerns., • Completed projects and outstanding tasks., • Important decisions requiring owner approval. Participate in regular meetings with the owner to review company performance, priorities, and challenges. Management Authority & Accountability This position carries meaningful management responsibility and the authority to make routine operational decisions independently. The Operations Manager has the authority to: • Direct employees and assign daily responsibilities., • Manage schedules and staffing coverage., • Resolve routine client concerns., • Provide employee coaching and direction., • Conduct estimates within approved pricing guidelines., • Manage billing and administrative processes., • Prioritize operational tasks., • Make routine decisions without constant supervision. The owner retains final authority over: • Hiring and termination decisions., • Employee compensation and raises., • Formal disciplinary actions., • Major financial expenditures., • Company pricing policies., • Significant client discounts or refunds., • Company policies and procedures., • Business strategy and expansion., • Serious employee or client disputes. The Operations Manager is expected to exercise independent judgment, take initiative, and demonstrate leadership while recognizing that the owner maintains final decision-making authority. The manager runs the day-to-day operations. The owner leads the company. Required Qualifications & Skills Communication & Professionalism • Exceptional verbal and written communication skills are required., • Ability to communicate clearly, professionally, and confidently with clients, employees, vendors, and the owner., • Strong customer service and interpersonal skills., • Comfortable handling difficult conversations and resolving conflicts., • Ability to communicate information accurately and promptly., • Professional demeanor and sound judgment., • Ability to maintain strict confidentiality. Technology & Computer Skills Strong technology skills are a must for this position. • Microsoft Word: Proficient in creating, editing, formatting, and organizing professional documents., • Microsoft Excel: Proficient in spreadsheets, formulas, data entry, tracking systems, and basic reporting., • Comfortable using email, digital calendars, online scheduling systems, and cloud-based files., • Ability to learn new software and business management systems quickly., • Comfortable working with invoicing, timekeeping, and scheduling software., • Ability to troubleshoot basic technology issues independently., • Strong computer organization and digital file management skills., • Willingness to learn and use new technology to improve business efficiency. We need someone who is genuinely tech-savvy, not simply familiar with basic computer functions. Organization, Leadership & Problem-Solving • Excellent organizational and time-management skills., • Strong attention to detail and accurate recordkeeping., • Ability to manage multiple responsibilities and deadlines., • Comfortable directing employees and holding them accountable., • Strong independent problem-solving skills., • Resourceful, proactive, and able to work with minimal supervision., • Ability to prioritize urgent matters while keeping long-term projects moving., • Dependable, punctual, and committed to following through., • Ability to adapt quickly to changing priorities. Experience & Other Requirements • Previous office management, operations management, or executive assistant experience preferred., • Employee supervision or scheduling experience preferred., • Experience in a service-based business is a plus., • Valid driver's license and reliable transportation for required business errands. What Success Looks Like The right person will help create a business where: • Employees know their schedules and expectations., • Clients receive excellent communication and consistent service., • Estimates and new inquiries receive timely follow-up., • Billing is accurate and completed promptly., • Employee hours are carefully monitored., • Payroll records and documentation are accurate., • Accounting requests and paperwork are completed on time., • Problems are identified and resolved proactively., • The owner's personal and business tasks are managed efficiently., • Daily operations run smoothly without requiring constant owner involvement., • The owner has more time to focus on growth, strategy, and the future of the companies. Our Ideal Candidate We are looking for someone who is confident, organized, resourceful, and genuinely enjoys making things run smoothly. Someone who can manage employees, communicate with clients, organize spreadsheets, prepare documents, coordinate projects, and solve problems—all while maintaining a positive and professional attitude. Someone who doesn't need to be told every little thing that needs to be done. Someone who sees a problem and works toward a solution. Someone who takes pride in completing tasks, meeting deadlines, and helping others succeed. Most importantly, we're looking for a trustworthy, hardworking, tech-smart right-hand person who can confidently manage daily operations while supporting the owner in growing both businesses. Compensation & Schedule Pay: $25.00 per hour Schedule: Monday–Friday, 8:00 AM–2:00 PM Hours: 30 hours per week Annual Base Compensation: $39,000, assuming 52 paid weeks Crocus Home Services Inc. is committed to creating a respectful, supportive, and professional workplace where employees are valued and encouraged to grow.
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