Office Assistant/Receptionist

LA Maintenance Services, LLC Professional Janitorial \& Facilities Services JOB DESCRIPTION Office Assistant / Operations Coordinator LA Maintenance Services, LLC Job Title: Office Assistant / Operations Coordinator Department: Administration \& Operations Reports To: Owner / General Manager Employment Type: Full\-Time Work Location: Office \+ Field Sites (Travel Required) Schedule: Flexible — Day, Evening \& On\-Call as Needed POSITION SUMMARY We are seeking a highly organized, dependable, and proactive Office Assistant / Operations Coordinator to serve as the backbone of LA Maintenance Services, LLC. This role is a critical link between the owner, field staff, clients, and vendors. The ideal candidate is a self\-starter who thrives in a fast\-paced environment, adapts quickly to change, and takes pride in keeping operations running smoothly — both in the office and in the field. KEY RESPONSIBILITIES Administrative \& Executive Support Manage and maintain the owner's daily calendar, appointments, and reminders Coordinate staff schedules for day porters, night porters, and janitors Handle incoming calls, emails, and messages professionally and promptly Draft correspondence, memos, and reports as directed by the owner Maintain organized physical and digital filing systems Field Quality Control Travel to cleaning sites to inspect quality of work and ensure client standards are met Document site visit findings with photos and written reports Communicate feedback and corrective actions to field staff Follow up on quality issues and confirm resolution with the team Employee \& Staff Relations Serve as the primary point of contact for janitorial staff, day/night porters, and janitors Relay important communications between the owner and employees Assist with onboarding new employees and ensuring they have the tools and information needed Track attendance, tardiness, and flag concerns to the owner Payroll \& HR Administration Collect and verify timesheets from all staff Submit payroll information accurately and on time Maintain employee records and ensure compliance with company policies Assist with managing 1099 independent contractors and vendor agreements Client \& Vendor Relations Communicate with clients regarding service schedules, concerns, and updates Follow up on client satisfaction and log any complaints or special requests Coordinate with 1099 vendors: scheduling, documentation, and payment tracking Obtain quotes, track invoices, and ensure vendor services are delivered Materials \& Inventory Management Monitor cleaning supply inventory and track usage across all job sites Place orders for supplies and equipment as needed Maintain a log of materials distributed to each site and crew Coordinate delivery and distribution of materials to field locations Operations \& Job Coordination Track the status of all active cleaning contracts and one\-time jobs Ensure all jobs are staffed and crews know their assignments Monitor night porter and day porter coverage to prevent gaps in service Flag any unstaffed or at\-risk jobs to the owner immediately Assist in preparing bids, proposals, and service agreements CRM Management Maintain and update the company CRM system with accurate client and lead information Log all client interactions, follow\-ups, and service history in the CRM Set reminders and tasks within the CRM to ensure timely follow\-up on leads and accounts Generate CRM reports to track sales pipeline, client retention, and business growth Ensure all team members are inputting data correctly and consistently into the system Virtual Assistant Management Supervise and coordinate the work of virtual assistants (VAs) on a daily basis Assign tasks, set deadlines, and follow up to ensure timely and accurate completion Provide VAs with clear instructions, templates, and resources to perform their duties Review VA output for quality and consistency before submission or client\-facing use Communicate VA performance updates and concerns to the owner as needed Walkthroughs \& Sales Opportunities Schedule and coordinate site walkthroughs with prospective clients and the owner Accompany or represent the owner during walkthroughs when needed Document walkthrough details including scope of work, square footage, and client needs Prepare and follow up on proposals and quotes generated from walkthroughs Track all sales opportunities from initial contact through contract close Nurture prospective client relationships and maintain consistent communication to convert leads QUALIFICATIONS \& REQUIREMENTS Required High school diploma or GED (Associate's or Bachelor's degree preferred) Minimum 1\-2 years of experience in an administrative, coordinator, or operations role Valid driver's license and reliable transportation for site visits Proficiency in Microsoft Office (Word, Excel, Outlook) or Google Workspace Experience with scheduling software, payroll platforms, or similar tools Ability to communicate clearly and professionally in English (bilingual is a plus) Preferred Prior experience in janitorial, facilities management, or a service industry Familiarity with 1099 contractor management and basic HR practices Experience with invoicing, QuickBooks, or similar accounting software KEY ATTRIBUTES WE ARE LOOKING FOR Highly organized with strong attention to detail Quick learner who adapts well to changing priorities and environments Neat, professional, and presentable at all times — in office and in the field Strong sense of accountability and follow\-through Calm under pressure and able to manage multiple tasks simultaneously Team player who builds trust with staff, clients, and vendors alike Discreet and professional when handling sensitive employee or client information PHYSICAL \& WORK REQUIREMENTS Must be able to travel to multiple job sites throughout the workweek Occasional evening or weekend availability may be required Ability to walk through job sites and conduct physical inspections Comfortable working in both office and field environments COMPENSATION \& BENEFITS Compensation is competitive and commensurate with experience. Details will be discussed during the interview process. This role offers an excellent opportunity to grow with a dynamic company and take on increasing responsibility over time. LA Maintenance Services, LLC This job description describes the general nature of the role and is not an exh Pay: $20\.00 \- $22\.00 per hour Benefits: * Flexible schedule Work Location: In person