Operations & Systems Assistant

Operations & Systems Assistant JSA Company Phoenix, AZ Job Details Full-time $18 - $20 an hour 1 hour ago Benefits Health insurance 401(k) Paid time off Employee assistance program 401(k) matching Professional development assistance Life insurance Retirement plan Qualifications Bilingual Workflow management (operations management method) High school diploma or GED Attention to detail Technical Proficiency Full Job Description We are seeking a detail-oriented and tech-savvy bilingual Operations & Systems Assistant to join our growing team. This role serves as a central hub within our company—acting as both the first point of contact for clients and vendors, and the primary internal resource for our Aspire software system. This is a great opportunity for someone who enjoys learning systems, solving problems, and helping improve how a business operates. You will play a key role in keeping communication, workflows, and daily operations running smoothly. About This Role This position functions as the "front door" to the company externally , and the "front desk" for our internal systems .

You will:

Be the first point of contact for incoming calls and visitors Help guide clients and vendors to the right people and solutions Become the go-to resource for employees needing help navigating Aspire This role is ideal for someone who enjoys being the person others rely on for both direction and support .

Key Responsibilities:

Front Office & Client Coordination Serve as the primary point of contact for incoming phone calls and visitors Route calls, gather detailed information, and direct inquiries appropriately Maintain a professional, helpful experience for clients and vendors Handle mail, shipping, and occasional pick-ups/drop-offs Maintain office supplies and uniforms inventory Record and distribute meeting notes as needed Aspire System Coordination & Internal Support Act as the primary internal point of contact for Aspire software (job costing, scheduling, billing, and reporting) Learn system workflows, setup processes, and best practices Assist team members with navigating the system and completing tasks Support accurate job setup, scheduling, and billing data Troubleshoot issues and guide employees to solutions or appropriate resources Coordinate with Aspire support when needed Identify opportunities to improve efficiency and streamline workflows Operations Support Assist with customer invoicing and billing through Aspire Support scheduling coordination and job tracking Help ensure clear communication between office staff and field teams Provide general administrative support to management as needed What We're Looking For Strong organizational skills and attention to detail Comfortable learning and working within software systems (Aspire experience is a plus, but not required) Problem-solving mindset and willingness to figure things out Ability to manage multiple tasks and priorities Strong communication skills in English and Spanish Team-oriented with a proactive attitude Nice to Have (but Not Required) Experience in landscaping, construction, or service-based industries Experience with scheduling or job-costing software Administrative or operations support experience Work Environment Small, collaborative team environment Opportunity to grow within operations and systems management Hands-on role with real impact on daily workflow and company success Additional Information We are a team-oriented office where everyone contributes to keeping daily operations running smoothly. This role combines both front office responsibilities and systems support, making it a key position within our organization.

Pay:

$18.00 - $20.00 per hour

Benefits:

401(k) 401(k) matching Employee assistance program Health insurance Life insurance Paid time off Professional development assistance Retirement plan Application Question(s): Tell us about a time you had to learn a new system or software. How did you approach it?

Work Location:

In person