Operations Admin Assistant

Job title: Operations Admin Assistant
Type of employment: Full-time
Shift Schedule: 9:00 AM to 6:00 PM Eastern Time M-F

A high-reliability operations and administrative role designed to take day-to-day tasks off the clients plate and keep the business running smoothly. You will take over core day-to-day responsibilities currently handled by the owner, supporting distributors and contractors, processing purchase orders, maintaining clean records, and helping implement a simple CRM and documentation system. This role is ideal for someone punctual, detail-oriented, and consistent, with strong follow-through and the ability to learn quickly.

About the Employer:

The client represents an HVAC manufacturing company in two US states. They manage distributor relationships, support contractor needs, process purchase orders, and provide technical support.

Objectives of this role:

• Fully own and stabilize day-to-day operations so the client can focus on other priorities
• Ensure order processing is on time and clearly tracked/visible to stakeholders
• Keep all communication cycles completed on time (no loose ends on tickets/claims/issues)
• Maintain a clean, current CRM with complete notes and updated records
• Support the successful execution of upcoming distributor events by keeping fingers on the pulse while the client is on-site

Responsibilities:

Support distributor relationships:

• Monitor and respond to all communication channels promptly and professionally
• Route, track, and close communication loops
• Escalate issues quickly with clear context and recommended next steps

Order Processing & Coordination

• Process and track purchase orders from intake through manufacturer/customer shipment
• Ensure each step is completed on time and documented clearly
• Maintain visibility of order status (whats pending, whats blocked, whats done)

Tickets / Claims / Issue Follow-Up

• Track troubleshooting requests, contractor/distributor disagreements, exchanges, or technical tickets
• Drive follow-ups to closure and confirm resolution
• Keep logs updated and timelines visible

CRM & Data Organization

• Maintain and update CRM records (contacts, distributor notes, actions taken, outcomes)
• Ensure all activity and communications are captured in CRM
• Organize and sanitize data for accuracy, consistency, and easy retrieval
• Support improvements to the CRM structure as needed

Planning & Execution Rhythm

• Help implement a weekly structure (topic-focused days: events, pro dealers, CRM, stats/planning, weekly outbound updates)
• Provide proactive feedback to improve systems, workflows, and communication quality

Required skills and qualifications:

• 5+ years of experience as an Admin Assistant / Virtual Assistant in a fast-moving operations environment
• Exceptionally reliable and punctual with consistent attendance and on-time task completion
• Strong written and verbal English communication (professional, warm, responsive)
• Highly organized with strong attention to detail and clean documentation habits
• Comfortable with order processing workflows, follow-ups, and recordkeeping
• Analytical mindset with solid math comfort (accuracy checks, quantities, tracking)
• Ability to work independently without micromanagement and meet deadlines proactively
• Experience supporting CRM setup/maintenance (or strong ability to learn and execute quickly)

Preferred skills and qualifications

• Experience supporting distributor networks, logistics, or product-based operations

• Familiarity with HVAC, manufacturing reps, or contractor-facing businesses (not required)

• Experience building SOPs and creating repeatable workflows during onboarding

• Strong Excel/Google Sheets capability for tracking, reporting, and process logs