Administrative Operations AssistantAbout Us
We are a growing service-based company operating in Oregon with administrative support based in Guadalajara, Mexico. Our work focuses primarily on landscaping services while also providing fencing, decking, painting, and other exterior improvement solutions.
As a growing business, we value organization, accountability, clear communication, and operational excellence. Our team works collaboratively across sales, estimating, project management, and customer service to ensure every client receives an exceptional experience from the initial inquiry through project completion.
Position Summary
We are seeking a bilingual (English and Spanish) Administrative Operations Assistant to support our daily operations from Guadalajara. This is a full-time position aligned with Oregon business hours.
The Administrative Operations Assistant serves as a key support role for the Sales Representative and Estimator by ensuring client information is accurate, appointments are properly coordinated, quotes are tracked, and communication flows efficiently throughout the sales process.
This position requires someone who is highly organized, proactive, detail-oriented, and capable of managing multiple priorities while maintaining accurate documentation and delivering exceptional customer service.
Key Responsibilities
CRM & Administrative Support
- Maintain accurate and up-to-date client, appointment, project, and quote information within the CRM.
- Document client communications, follow-up activities, workflow updates, and project notes.
- Maintain organized digital records and ensure all information is complete and current.
- Support administrative processes throughout the customer lifecycle.
Appointment Coordination
- Schedule, confirm, and track client appointments.
- Prepare all necessary information and documentation for the Sales Representative before each assessment.
- Ensure client files, project details, notes, and previous communications are available before appointments.
- Update appointment status and workflow stages in the CRM.
Quote Management & Client Follow-Up
- Monitor pending quotes and maintain accurate quote tracking.
- Follow up with clients regarding outstanding quotes and confirm continued interest when necessary.
- Schedule quote review meetings using the client's preferred communication method.
- Collect client feedback, document requested revisions, and communicate updates to the Estimator.
- Maintain visibility of quote progress from assessment through final decision.
Communication & Operational Support
- Serve as a communication bridge between clients, Sales Representatives, and Estimators.
- Communicate project updates, cancellations, requested revisions, and scheduling changes.
- Assist in maintaining an efficient workflow by ensuring tasks and follow-ups are completed on time.
- Escalate delays, missing information, or operational issues promptly.
Reporting & Performance Tracking
- Prepare daily operational reports for review with the Estimator.
- Generate weekly KPI and sales reports using company data.
- Track lead activity, appointments, quote conversion, and sales performance.
- Ensure all reports are accurate, complete, and submitted within established deadlines.
Key Skills & Competencies
- Strong organizational and time management skills.
- Excellent attention to detail and accuracy.
- Ability to prioritize multiple tasks in a fast-paced environment.
- Professional verbal and written communication skills.
- Strong customer service mindset.
- Ability to work independently while collaborating with multiple departments.
- Critical thinking and problem-solving skills.
- High level of accountability and follow-through.
Technical Skills
- Experience with CRM platforms or the ability to quickly learn new systems.
- Proficiency with Microsoft Office and/or Google Workspace.
- Experience managing calendars, scheduling, and digital documentation.
- Strong Excel or Google Sheets skills for reporting and tracking.
- Experience preparing operational reports and KPI tracking is preferred.
Qualifications Required
- Bilingual fluency in English and Spanish (spoken and written).
- Previous experience in administrative support, operations, customer service, project coordination, or similar roles.
- Strong organizational, multitasking, and communication skills.
- Ability to manage confidential information with professionalism.
- Excellent attention to detail and commitment to accuracy.
Preferred
- Experience supporting sales, estimating, or project coordination teams.
- Experience using CRM platforms.
- Experience working in landscaping, construction, home improvement, or other service-based industries.
Performance Expectations
Success in this role will be measured by:
- Accuracy and completeness of CRM records.
- Timely completion of client follow-ups.
- Accuracy of appointment preparation for the Sales Representative.
- Effective communication with clients and internal teams.
- Timely completion of daily operational reports.
- Timely submission of weekly KPI and sales reports.
- Accuracy of quote tracking and workflow documentation.
- Ability to maintain organized records while supporting multiple active projects simultaneously.
Job Type: Full-time
Pay: From $20,000.00 per month
Application Question(s):
- Please describe your previous experience in administrative support, operations, customer service, or project coordination. Include the types of responsibilities you handled, the teams you supported, and any CRM, scheduling, or reporting tools you used.
- Describe how you organize your workload when managing multiple appointments, client follow-ups, deadlines, and administrative tasks simultaneously. Please include a specific example from a previous role.
Work Location: In person
