Operations Assistant

About Rolling Suds and the Role

Emma of Torre.ai is assisting Rolling Suds, a US-based power washing franchise, in finding a full-time Operations Assistant. This role is crucial for driving operational excellence and customer satisfaction, directly contributing to business growth. Rolling Suds specializes in both residential and commercial power washing, operating two trucks with a growing customer base and active commercial contracts. As an owner-operated, fast-moving business, they seek a candidate eager to grow with them.

The Operations Assistant Role

You will serve as the owner's operational right hand, managing all manual, repeatable, and coordination tasks. This allows the owner to focus on sales, relationships, and strategic growth. The position involves approximately 60-70% phone-based customer interaction and 30-40% backend operations. You will be the primary point of contact for most customers and the key person ensuring the smooth day-to-day operation of the business.

Key Responsibilities

• Lead Handling and Sales Conversion: Respond to inbound calls and leads from various sources (paid ads, Google search, website, phone inquiries). Build remote estimates using Google Earth measurements, select appropriate services and pricing, and deliver quotes via CRM. Book in-person estimate appointments, optimizing the calendar for geographic grouping. Follow up on all outstanding estimates until booked or declined.
• Scheduling and Route Coordination: Create daily job schedules with efficient geographic routing, grouping jobs by area, sequencing for minimal drive time, and balancing crew workload. Confirm dates with customers, send reminders, and manage rescheduling, cancellations, and weather-related adjustments. Proactively rebook customers in case of rain cancellations and rebuild the schedule.
• Commercial Operations: Coordinate an overnight commercial cleaning crew, confirming service locations, sending route and access details, and managing callouts or schedule changes. Process purchase orders for completed commercial jobs the following morning.
• Financial Follow-up: Send invoices post-job completion and follow up on unpaid accounts via text and phone. Track accounts payable obligations and notify the owner of upcoming vendor payments.
• Customer Retention: Execute seasonal campaigns to rebook past customers. Reach out to satisfied customers to request Google reviews. Conduct post-job satisfaction calls to identify and address any issues promptly.
• Reporting and Systems Management: Provide the owner with a daily briefing and compile a weekly performance report. Maintain the cleanliness and synchronization of the CRM and operations platform. Handle miscellaneous operational tasks as they arise.

What We Are Looking For

• Excellent spoken English with a natural, confident phone presence, essential for daily interaction with American homeowners.
• Comfort with persuasive follow-up, objection handling, and guiding prospects toward decisions.
• Ability to manage multiple responsibilities simultaneously, including a sales pipeline, estimate calendar, dispatch board, commercial tracker, and invoice list.
• Strong geographic thinking skills for effective route planning and scheduling.
• An ownership mentality, demonstrating initiative to identify and complete tasks independently.
• Experience with CRM tools (GoHighLevel preferred, any modern CRM accepted).
• Availability to work 9 AM to 6 PM EST.
• Reliable internet connection and a quiet workspace.

Hours and Compensation

This is a full-time, remote position. Compensation ranges from $1000 to $1400 USD per month, based on experience. The business experiences seasonal fluctuations: peak season (April-November) may involve weeks exceeding 40 hours, while the off-season (December-March) has lighter hours, with pay remaining consistent. Performance-based raises are offered as the business grows. Bonuses of up to 10% of base compensation are also available.

Key Skills/Competency

• Operations Assistant
• Workflow Management
• Scheduling
• Sales Conversion
• CRM Tools
• Administrative Assistance
• Customer Service
• Route Optimization
• Lead Handling
• Financial Tracking