Summary:

We’re not looking for just another admin. We’re hunting for a sharp, relentless operator—someone who thrives in the chaos, reads between the lines, and takes action before the rest of the team even sees the problem coming. This role will be at the front line of our client experience, embedded in customer communications, project execution, and daily operational grind. You will be the engine that keeps things moving and the early-warning system that keeps us ahead.

Key Responsibilities:

Client Experience Execution

• Monitor all incoming operations-related customer emails and internal chains—read between the lines, and take initiative to protect client satisfaction.
• Craft fast, smart responses or coordinate internal follow-up to show urgency and ownership.
• Be the client’s internal advocate—relentlessly look for ways to make their experience better and our operations stronger.
• Bring solutions, not questions—if something looks broken, you start fixing it before you’re told.

Project & Field Support

• Support project execution with full-speed follow-through: open, track, and close tickets with precision and speed.
• Communicate directly with clients to schedule projects and confirm service dates.
• Keep our promises—send post-service follow-ups to reinforce our reliability.
• Ensure job details are documented, completed, and correct. No loose ends.

Customer Portal & Data Ownership

• Own the accuracy and integrity of our database entries.
• Collaborate with Division Managers to verify work order completion and documentation.
• Maintain and update customer portal so we can always move fast with clean data.

Operational Shadow to the COO

• Be the right-hand to COO—handle task lists, build internal workflows, and chase down loose threads.
• Assist with new account startup workflows and help make transitions frictionless.
• Update and own core operational systems: Job Master, Master Schedule, customer surveys, and field resource tools.
• Keep your foot on the gas. Make life easier for the COO so the rest of the company can move faster.

Office Backbone

• Be the plug: backup reception, manage phone systems, order supplies, handle logistics.
• Coordinate internal team lunches and events with polish and speed.
• Control the chaos behind the scenes so the rest of the team can shine.

What You Bring:

• You move fast and don’t wait to be told.
• You write clean, professional emails and hold your own in client calls.
• You’re obsessed with the details—but you don’t get stuck in them.
• You thrive in fast-paced environments and bring order to mess.
• You’re tech-savvy—Microsoft Teams, Excel, and internal platforms don’t scare you.
• Experience in service-based industries or platforms like WinTeam is a major plus.

This role is for someone who doesn’t need hand-holding. You spot the problem and fix it. You don’t settle. You drive CleanCraft’s culture of excellence.