Operations Assistant

About The Role

We are seeking a highly organized, proactive, and independent Operations Assistant to support the day-to-day operations of our professional organizing company.

This role focuses on managing the logistics and preparation for client projects, handling critical operational tasks, and ensuring everything runs smoothly behind the scenes so our team can thrive. The ideal candidate takes ownership of their work, pays close attention to detail, and is comfortable problem-solving and adapting to new systems as needed.

Important Details

Location

  • Role includes work at business location in Fairport, shopping/errands/product logistic trips around the Rochester area and remote work.

Schedule

  • Monday/Tuesday/Wednesday/Thursday: 9am-12pm. Note: Little flexibility available. Hours dependent on client project demand. 

Compensation

  • $20/hr + mileage

What We’re Looking For

  • The ability to prioritize tasks, manage projects efficiently, and meet deadlines

  • A proactive, accountable approach with ownership of tasks, independent problem-solving, and logistics management

  • Strong attention to detail and commitment to high-quality standards

  • Confidence using technology, including Google Calendar, Sheets, Docs, Drive, Gmail, and other apps

  • The willingness and ability to quickly learn new systems and adapt to changing needs

  • Most importantly: someone who holds themselves accountable to their tasks and takes being organized behind the scenes to the next level for our growing team + business

Requirements (all are absolute musts!)

  • Must be a resident of Fairport, Penfield, East Rochester or Victor (less than 15 minute drive to business location)

  • Must have consistent availability to large vehicle with capacity to transport large quantities of items

  • Must have the ability to work on your feet for extended periods of time, bend, squat, lift, pull and push heavy items in all weather conditions

  • Must have consistent access to a working laptop + smart phone 

Responsibilities

Pre-Project Support

  • Manages the entire the ordering, receiving/picking up, checking in and preparing process of all product for multiple weekly client projects 

  • Troubleshoots solutions to get necessary products and supplies by project deadline

  • Organizes and packs product for client projects and loads cars, drops at organizers homes and/or client homes 

  • Orders and prepares client gifts

Post-Project Support 

  • Manages the entire the ordering, receiving/picking up, checking in and returns process of all product for multiple weekly client projects 

  • Prepares and coordinates timely returns of all unused product

  • Create and ensure payment of client invoices and calculate special line items like travel/mileage when applicable

  • Schedules donation trucks, waste management companies and make specialty donation trips

Admin/Inventory Support

  • Keeps track of pricing adjustments to stock products and updates monthly

  • Communicates inventory values with bookkeeper monthly 

  • Uploads and names all receipts and invoices to document automation tool, Hubdoc

  • Manages email and various accounts to ensure proper documentation of purchases and returns 

Inventory Support

  • Maintains shelving area at business location where kits, job supplies and client product are stored

  • Keeps inventory and minimum counts of kits and job supplies used weekly

  • Cleans and restocks kits and job bags weekly 

Marketing Support

  • Creates and schedules marketing activities like emails, blogs, LinkedIn posts and social media posts

  • Keeps website and google business page up to date with content

General Support

  • Assists in special projects and other general admin duties 

How to Apply

Please complete the form below! To help us review applications fairly and efficiently, we ask that all applicants follow the application instructions carefully. Applications that do not meet these requirements may not be considered.