Job Summary We are hiring an Assistant Director of Operations to directly support ownership by driving administrative execution and operational organization. Your mission is to ensure quotes, invoices, follow-ups, and internal tasks move forward—reducing owner involvement and fostering company growth through structure, accountability, and efficiency. --- Key Responsibilities Owner Task Management: Maintain the owner’s daily task board—prioritize tasks, track completion, and escalate only critical decisions. Quote and Invoice Tracking: Ensure all quotes are followed up within 24–48 hours and invoices are tracked from job completion to payment. Operational Coordination: Connect office, field, and leadership teams—ensure all internal tasks, job status updates, and follow-ups are completed without the owner’s direct involvement. Daily Reporting: Prepare and deliver daily reports on completed tasks, pending issues, quote/invoice status, and tomorrow’s priorities. SOP Development: Create standard operating procedures for repeated tasks to ensure future efficiency and scalability. Follow-Through Execution: Own task completion, ensure nothing falls through the cracks, and keep the business running without bottlenecks. --- What You Will Create A streamlined system where administrative tasks, quotes, invoices, and follow-ups are handled without owner micromanagement. Daily and weekly reporting rhythms that keep everyone accountable and informed. A structured, documented set of SOPs for repeated tasks that grow with the company. Tangible reduction in owner’s administrative workload—allowing focus on growth. A proactive follow-up system for quotes and invoices, improving cash flow and customer satisfaction. --- Expectations for Success Quotes followed up within 24–48 hours. Invoices reviewed promptly after job completion. Daily tasks completed at a 90%+ rate. Weekly reports delivered on time. Owner involvement in day-to-day admin reduced significantly after 90 days. Task board and SOPs maintained and continually improved. --- Qualifications 3+ years in operations, administrative management, or similar roles. Experience tracking quotes/invoices and managing internal tasks. Proficiency with ERP systems (Odoo preferred) and task boards. Strong organizational, follow-up, and communication skills. Ability to execute independently and proactively. --- Apply Now—Help us build a more efficient, organized, and growth-driven HVAC operation!
Job Types: Full-time, Part-time
Pay: $22.00 - $28.00 per hour
Work Location: In person
