Operations Assistant

Job Description

Job Description

Benefits:

• 401(k)
• Health insurance
• Paid time off
• 401(k) matching
• Dental insurance
• Vision insurance

About the Position:

Underwood & Associates (U&A) is seeking a highly organized, dependable, and motivated Operations Assistant to help keep our small, busy company running smoothly.

While the role includes traditional office responsibilities, it also serves - more importantly - as the operational support hub for our company. The person in this position works closely with the Operations Manager, company owner, design staff, and construction team to keep dozens of ongoing tasks moving forward simultaneously.

This is a fast-paced position with a consistently high workload. There will almost always be more work than can be completed in a single day. Success in this role comes from staying organized, prioritizing effectively, following through, and maintaining a positive attitude under pressure.

If you enjoy variety, take pride in staying organized, and like being the person who helps everything run efficiently, this position may be an excellent fit.

Primary Responsibilities:

No two days are exactly alike. Responsibilities include a wide variety of operational and administrative tasks, including:

Project & Operations Support

• Managing multiple large orders of native plants for ecological restoration projects
• Coordinating with nurseries, vendors, project managers, and construction staff regarding plant needs and deliveries
• Supporting project teams by researching information, compiling documents, running errands, and completing a variety of operational tasks
• Assisting the Operations Manager with daily priorities and special projects

Company Administration

• Maintaining business licenses, registrations, certifications, and qualifications
• Tracking renewal deadlines and ensuring required documentation is submitted on time
• Coordinating follow-up activities that may span weeks or months
• Organizing company records and documentation

Office Operations

• Managing a high volume of incoming and outgoing email correspondence
• Answering phones and directing calls
• Supporting daily office operations
• Ordering office supplies and maintaining office organization
• Maintaining company files and records
• Scheduling maintenance and repair services for company facilities
• Preparing meeting materials and assisting with office logistics

Executive Support

• Assisting the company owner with a wide variety of business-related tasks
• Occasionally assisting with personal errands or administrative tasks for the owner
• Responding quickly to changing priorities throughout the day

General Support

• This position serves as an in-office resource for the entire company. New tasks arise frequently, and the ability to shift priorities while keeping existing work organized is essential.

Qualifications:

Candidates are expected to have a “can do” attitude and understand that no task is too small or too big. The candidate must be extremely organized and efficient, and should enjoy organizational and administrative work.

Other qualifications include:

• present a professional appearance
• be able to work independently
• be well spoken
• be competent in business writing
• be able to successfully balance multiple tasks throughout each day
• possess solid computer and internet skills
• provide closure when tasks are completed.

The ideal candidate will thrive in high-stress situations and have the ability to deal positively with difficult or abrasive people. 

Although not required, knowledge of the environmental restoration field and/or fluency in Spanish are valuable skills for this position.

Benefits: 

• Optional health/dental/vision insurance – U&A pays 70% of the premium for the employee 
• Sick and Safe Leave in accordance with Maryland law
• Paid time off and paid holidays
• 401k and profit sharing after 1 year of employment