Operations Assistant

Position: Operations Assistant

Work Hours (Client): Monday to Friday, 8am to 4pm MST

Pay Range: $1,500 to $2,000/ month(varies based on skill set and experience level)

Location of Search: Latin America or South Africa

Work Location:Remote

Company Overview:

This role supports two fast-growing, customer-focused businesses managed by a single entrepreneur: a premier landscape and turf installation provider and a youth sports organization. Operating across these complementary industries, the business group delivers top-tier outdoor installation services and community sports programs, with a focus on high-quality service, local relationship building, and continuous growth.

Role Overview:

This is a high-impact, highly trusted role for someone who enjoys bringing structure to a fast-moving environment. You will work closely with the owner to manage the administrative and operational details that keep both the businesses moving, allowing him to stay focused on sales, customer relationships, and growth.

The right person will be more than an administrative assistant. You should be a strong problem solver who can take an incomplete process, figure out what needs to happen, and build a better system around it. This role will evolve over time as you learn the businesses, identify opportunities to improve workflows, and take greater ownership of day-to-day operations.

Duties and Responsibilities:
* Administrative & Executive Support:Manage and organize incoming emails across both businesses, ensuring important requests are addressed and nothing falls through the cracksTrack follow-ups, deadlines, documents, and outstanding administrative tasksHelp manage recurring administrative responsibilities and ensure important items are completed on timeCoordinate information between the owner, customers, vendors, contractors, and other business partnersTake ownership of small but important tasks that would otherwise pull the owner away from higher-value activities
* Manage and organize incoming emails across both businesses, ensuring important requests are addressed and nothing falls through the cracks
* Track follow-ups, deadlines, documents, and outstanding administrative tasks
* Help manage recurring administrative responsibilities and ensure important items are completed on time
* Coordinate information between the owner, customers, vendors, contractors, and other business partners
* Take ownership of small but important tasks that would otherwise pull the owner away from higher-value activities
* Sales & Customer Operations:Support the sales process from initial lead through scheduling, quoting, and project handoffRespond to inbound leads through email and text and ensure timely follow-upBuild customer quotes based on measurements, plans, notes, and information provided by the ownerOrganize and save quotes for owner review and deliveryCoordinate appointments and maintain an organized schedule so the owner can focus on in-person sales appointmentsHelp create a smooth and repeatable process for moving customers from closed sale into production
* Support the sales process from initial lead through scheduling, quoting, and project handoff
* Respond to inbound leads through email and text and ensure timely follow-up
* Build customer quotes based on measurements, plans, notes, and information provided by the owner
* Organize and save quotes for owner review and delivery
* Coordinate appointments and maintain an organized schedule so the owner can focus on in-person sales appointments
* Help create a smooth and repeatable process for moving customers from closed sale into production
* Project & Job Coordination:Coordinate the operational workflow that begins once a turf project is soldTrack upcoming projects, deadlines, and required next stepsCoordinate material orders with vendors, including turf, base materials, glue, and other installation suppliesCommunicate with vendors to confirm orders, availability, and delivery logisticsMake sure materials and other project requirements are handled proactively rather than reactivelyHelp build and improve the systems and workflows used to manage jobs from sale through completion
* Coordinate the operational workflow that begins once a turf project is sold
* Track upcoming projects, deadlines, and required next steps
* Coordinate material orders with vendors, including turf, base materials, glue, and other installation supplies
* Communicate with vendors to confirm orders, availability, and delivery logistics
* Make sure materials and other project requirements are handled proactively rather than reactively
* Help build and improve the systems and workflows used to manage jobs from sale through completion
* Financial & Business Administration:Help organize invoices, accounts receivable items, and other financial information flowing through the businessCoordinate administrative items with the existing bookkeeper and CPA when appropriateHelp ensure invoices, insurance documents, vendo