JOB DETAILS
Job Title: Operations Assistant
Location: Remote
Work Shift: 7:30 am - 4:00 pm EST (with 30-minute lunch break), Wednesday-Sunday
Working Hours: 40 hrs/week (Full-time)
Job Overview:
Coordination of On Site Coordinators, customer support to our suite licensees, interaction with customer communications platforms, housekeeping/facility maintenance coordination, and sales. Administrative support for all affiliates.
Key Responsibilities:
Customer Support:
- Front line responsibility for communications with Salon Professionals.
- Coordinate logistics of licensees moving in, moving out, and suite repairs/maintenance.
- Communicate with licensees around paying weekly fees, late payment fees and additional fees related to licensee agreements.
- Assist new licensees with information to help them get settled into their suites (e.g., establishing their business on our directory, how to order products online, local resources, etc.).
Administrative Support of Affiliates:
- Front line responsibility of office operations for affiliates.
- Process scanned mail, saving to appropriate folders within Google Drive, using proper file naming pattern.
- Answer office telephone and attempt to resolve inquiry or forward to staff.
- Enter transactions in Quickbooks accounting system. Handle tenant inquiries via telephone and email.
- Coordinate logistics of new tenants moving in/moving out and apartment maintenance and repair.
- Process bank deposits.
- Order office supplies and communicate with office cleaners.
- Enter bills and credit card receipts into the accounting system.
Staff / Vendor Coordination:
- Oversee staff responsible for housekeeping and basic maintenance, ensure proper training and quality.
- Manage same staff as they perform routine inventory reporting and restocking.
- Coordinate outside vendors for maintenance, including seeking new vendors, budgeting and quality oversight.
- Convey to Owner all facility issues that cannot be addressed personally.
General:
- Demonstrate a positive, friendly, and professional demeanor, showing that we care about our licensed professionals without becoming too personally involved or giving any appearance of favoritism or breach of confidentiality.
- Implement operating policies and workflows, using approved documents.
- Participate in continuous improvement of location operations and contribute to an exceptional customer experience.
- Communicate with Owners as needed by phone and email about matters needing their attention.
- Employee shall place a high value on responsive, concise and articulate communications, this includes attention to returning, emails, texts and calls in short order. And other duties that are assigned.
Requirements
- Proven experience in a customer service environment.
- Demonstrated ability to work independently with minimal supervision in a remote setting.
- Proficient skills in Google Enterprise Applications (Gmail, Google Sheets, and Docs).
- Experience in order fulfillment and payment processing for products or services.
- College degree or higher education.
- Experience with a MacBook is a plus.
Philippines
