Office Assistant

Office Assistant Job Description Position Title: Office Assistant Department: Operations Reports To: COO (Kasy Allen) Employment Type: Full-Time Location: Grand County, Colorado Pay: $25-$30/hour Position Overview The Office Assistant supports the day-to-day operations of Wheatley Creek Services by managing cleaning-related sales calls, keeping the weekly schedule clean and organized, and handling administrative tasks that ensure the business runs smoothly. This role is designed to lift operational workload from the COO so the company can continue growing at a healthy pace. This is a fast-paced, people-centered role that requires strong communication skills, a calm presence, and the ability to stay organized while handling multiple moving parts. Core Responsibilities 1. Cleaning Sales Support Call back all cleaning leads booked through customer service support. Run discovery calls to understand the client’s needs and Dirt Code requirements. Explain Wheatley Creek’s cleaning services, pricing, expectations, and processes. Send proposals, handle questions, and follow up until a decision is made. Onboard new cleaning clients into Jobber with accurate notes and tags. Maintain a consistent and friendly Wheatley Creek communication style. 2. Schedule Management Review the cleaning calendar daily, weekly, and two weeks ahead. Ensure routes are realistic, efficient, and aligned with team availability. Identify conflicts and fix them before they impact the field team. Adjust schedules for: Day-of changes Sick calls Weather Add-ons Dirt Code variances Communicate schedule changes to the cleaning team. Keep the cleaning schedule clean, accurate, and predictable. 3. Operations & Administrative Support Maintain accurate client details, tags, and notes in Jobber. Process small admin tasks such as refunds, corrections, and updates. Run simple weekly metrics or reports as requested. Draft basic SOPs or checklists for COO approval. Support communication between office → field → leadership. Help keep tasks, projects, and workflows organized and moving smoothly. Close loops: ensure no open tasks or forgotten client needs linger. 4. Customer Experience Support Work with customer service support to ensure strong client communication. Step in to assist with client questions when needed. Support smooth onboarding for new cleaning clients. Maintain a people-first, kind, professional tone in all interactions. Future Responsibilities (Once Proficient) As the Office Assistant grows in competence and confidence, additional responsibilities may be added, such as: Assisting with hiring coordination Coordinating onboarding for new employees Supporting team meetings Leading 1:1 check-ins with field staff Providing performance feedback or documentation Helping with retention tasks and internal staff support These duties will be introduced gradually based on readiness, performance, and company growth. Required Skills & Qualifications Strong verbal and written communication skills Friendly, confident phone presence Comfortable discussing pricing and services with new clients Strong organizational and time-management skills Ability to manage a shifting, fast-paced schedule Tech comfortable (Jobber experience is a plus) Ability to work independently and take initiative Valid driver's license and reliable transportation Ability to pass a background check Positive attitude, professionalism, and willingness to learn Physical Requirements Ability to sit or stand for extended periods while working at a computer Ability to lift up to 20 lbs occasionally (supplies, office materials) Ability to move around the workspace and interact with team members Work Schedule Full-time Weekday availability required Wheatley Creek GRIT Expectations All team members are expected to embody our GRIT framework: G – Go the Extra Mile R – Ready to Roll I – Improve as We Go T – Take Care of the Little Things Company Values Show Up Right Take Pride Be the Kind of Pro You’d Hire We Are Human Keep Getting Better Rooted in Community People Over Profit Employee Acknowledgment By signing this job description in Gusto, you acknowledge that you have read and understand the responsibilities and expectations for the Office Assistant role and agree to uphold Wheatley Creek’s values, communication standards, and performance expectations. #J-18808-Ljbffr Wheatley Creek Services