Operations Administrative Assistant

Description

• Conduct initial outreach (phone, text,email) using approved scripts.
• Post subcontractor opportunities on approvedjob boards and trade platforms.
• Maintain confidentiality of sensitive information.
• Assist with background checks, drug screenings, and compliance audits.
• Safety and security – Observe safety and security procedures; reports unsafe conditions; uses equipment and materials properly.
• Manage inbound applications and routequalified leads to the Recruiting team.
• Handle daily administrative tasks such as inbox management, calendar support, and document organization.
• Ensure all documentation aligns with company policies, insurance requirements, and client expectations.
• Send follow-up messages, reminders, and confirmations to keep candidates moving.
• Monitor expiration dates for insurance or certifications and issue renewal reminders
• Support the recruiting team with scheduling, reporting, file management, and meeting prep.
• Track candidate progress through the recruiting pipeline (apply ? qualify ? onboard).
• Input, obtain, and update subcontractor contact information, licenses, insurance, and required documents.
• Act as a point of contact for subcontractor applicants with questions about requirements or next steps.
• Coordinate with Operations, Field Management, and Finance to ensure subcontractors are fully cleared before assignment.
• Maintain accurate records in CRM/ATS systems (Cilio, spreadsheets, or internal databases).
• Prepare packets for onboarding, including W-9s, background check forms, and SOPs.
• Prepare forms, templates, and communications as needed.

Requirements

• Strong organizational and follow-up skills.
• Mathematical Skills – Ability to add, subtract, multiply, and divide in all units of measure for basic algebraic and geometric calculations.
• Language Skills – Ability to read and comprehend simple instructions, correspondence, and memos. Ability to write letters and prepare other documents as needed. Proofreads work.
• Familiarity with onboarding paperwork (W-9, COI, background checks).
• Follow-up – Must be organized and able to follow-up on statuses and ensure completion of tasks.
• Ability to handle sensitive information with professionalism.
• Communication Skills – Excellent written and verbal communication in English.
• Computer Skills – Knowledge of computer workstations and peripheral equipment; Proficient with basic technology (Microsoft Office, Google Workspace, CRM/ATS).
• Written Communication – Writes clearly; able to read and interpret written information.
• Vision – Ability to view documents, multiple screens, and read handwritten documents.
• Reliable, consistent, and comfortable working in a fast-paced environment.
• Planning/Organizing – Prioritizes work activities; uses time efficiently.
• Experience managing high-volume workflows
• 1–2 years of administrative, recruiting, or customer-service experience.
• Quality – Demonstrates accuracy and thoroughness; monitors own work to
• Oral Communication – Speaks clearly and persuasively; participates in meetings.
• Judgment – Exhibits sound and accurate judgment; includes appropriate people in the decision-making process; makes timely decisions; uses appropriate discretion when handling sensitive information.
• Reasoning Ability – Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving few concrete variables in standardized situations.
• Independent – ability to work independently and efficiently (with little supervision)
• Teamwork – Ability to work with multiple teams; Contributes to building a positive team spirit.
• Experience in subcontractor management, trades, or home-services industries.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance