Operations Support Specialist

Brothers That Just Do Gutters•Madison, AL

10d

About The Position

The Operations Support Specialist is a multi-faceted role designed to keep our daily business functions running smoothly. Reporting directly to the Operations Manager this position provides critical behind-the-scenes support. You will oversee inventory, assist with customer service and estimates during peak times, and step into the field to support our installation and cleaning crews as needed. We believe in setting you up for success from day one! You’ll receive comprehensive paid training that includes both live and online sessions. We’ll walk you through our various platforms, tools, and processes, ensuring you feel confident and empowered in your new role. If you’re passionate about making a difference, love a bit of variety in your tasks, and enjoy a workplace where your efforts truly matter, then we can’t wait to meet you!

Requirements

Organizational Skills
Communication Skills
Time Management
Technical Proficiency - Skilled in office software.
Proficiency in Microsoft Suite or Google Workspace (specifically heavy spreadsheet usage, document creation, and email management).
AI Literacy: Familiarity with leveraging AI platforms (e.g., Gemini, ChatGPT) to optimize workflows, drafting, or problem-solving.
Attention to Detail
Problem-Solving
Customer Service
Confidentiality - Handle sensitive information with discretion.
Team Collaboration
Adaptability
Driver's License: Must possess a valid Driver’s License with a clean driving record.
Physical Ability: Ability to lift 100lbs and perform physical labor.

Responsibilities

Manage multiple tasks and maintain organized filing systems.
Communicate clearly and professionally in writing and verbally.
Prioritize tasks and manage scheduling effectively.
Respond to Emails: Address incoming emails promptly, providing responses to customer inquiries, internal requests, and general correspondence.
Organize Inbox: Prioritize and categorize emails to ensure timely follow-up and efficient management of communications.
Answer Phones: Handle incoming phone calls, directing them to appropriate departments or individuals and taking messages when necessary.
Customer Assistance: Provide information and assistance to callers, resolving inquiries and issues effectively.
Assist with Appointments: Help customers schedule appointments and services, coordinating with internal staff to confirm availability.
Manage Scheduling Conflicts: Resolve any conflicts or changes in scheduling, ensuring customer satisfaction and efficient use of resources.
Assist Team Members: Provide support to employees by helping with administrative tasks, coordinating schedules, and resolving any office-related issues.
Resource Allocation: Ensure that team members have the necessary resources and information to perform their tasks effectively.
Generate Invoices: Create and send invoices to clients, ensuring accuracy and timely delivery.
Monitor Payments: Track accounts receivable, follow up on overdue payments, and assist with reconciling accounts.
Handle Leads: Respond to and manage leads generated from advertisements, providing information and follow-up as needed.
Track Conversion: Monitor the progress of ad leads and report on effectiveness and conversion rates.
Post Content: Manage and post content on company social media platforms, including updates, promotions, and engaging posts.
Monitor Engagement: Track social media interactions and respond to comments or messages to maintain an active online presence.
Assist with Various Tasks: Perform other administrative tasks as required, including document preparation, file management, and supporting daily operations.
Adaptability: Be flexible and ready to take on new responsibilities related to the above duties as needed.
Maintain accurate inventory counts of all materials and equipment.
Proactively order supplies to ensure optimal stock levels.
Receive, inspect, and organize incoming material shipments.
Stage materials and prep equipment for installation crews ahead of schedule.
Maintain flexibility to transition from office/warehouse tasks to physical labor seamlessly.