Operations Support Assistant
Key Highlights
Location: 544 Clinton Street, Circleville, Ohio 43113 ( NOT REMOTE)
Reports to: Heather Mills and Chad Lytle
Department: Office
Job Type: Full-Time
Salary Range: $19.00 - $25.00
Job Classification: Nonexempt
Our Vision:
Our vision is to be the most trusted construction and protective coatings partner in the U.S., delivering on safety, service, innovation, and value for our customers while creating opportunity and growth for our members.
Adam Logan founded FORJAK Industrial in 2001, with its current headquarters in Circleville, Ohio. Adam, along with Matt Palmisciano, who joined FORJAK as a partner in 2015, desired to be able to create both a legacy and a way to incentivize their members to succeed both as individuals and as a team at FORJAK. As a result of that desire, FORJAK Industrial became an ESOP in 2022. An ESOP is a member (employee) benefit plan that allows members (employees) to own the entire company. Our accomplishments at FORJAK are due to our members and procedures. Together, we will set our company up for sustainability, measured growth, and accomplishments in line with our vision.
A day in the life: Our Operations Support Assistant is highly organized and detail-oriented. The Operations Support Assistant would assist the Operations Support Manager in ensuring the seamless execution of tasks within the restoration division. The successful candidate will play a crucial role in handling issues and inquiries, completing service administration tasks, managing billing processes, and fostering effective communication with internal and external departments and customers.
On a given day, as an Operations Support Assistant, you will:
Field and address issues and questions from the restoration division promptly and efficiently. Our restoration crews work 5 days a week, 24 hours a day. In this position, members may reach out to them after hours for support, and on rare occasions, this could include weekend hours.
Accurately and within the specified timeframes, perform Operations Support Assistant duties in accordance with the service flow diagram. Emergency calls, which do occur on occasion, would fall under this category. This position is responsible for fielding, communicating, and completing duties in accordance with the company-established timelines, as outlined in the service flowchart.
Collaborate with estimating to ensure the timely and accurate completion of restoration division billing.
Plan projects by thoroughly reviewing internal documentation and then carrying out Operations Support Assistant duties in line with those documents. This would involve conducting research on and organizing the work of subcontractors, who would assist with project completion as required.
Provide weekly updates regarding projects to external customers.
Act as the primary point of contact for projects: scheduling with customers and maintaining effective communication channels.
Ensuring weekly schedules are accurately published through internal systems.
Attend weekly restoration calls and actively participate in discussions.
Assist in the preparation for debrief meetings, one-on-one sessions, and weekly project meetings.
Maintain records of missing receipts for restoration division members.
Adhere to company work safety policies.
Other miscellaneous duties, as assigned.
Schedule & Travel:
This is a full-time Monday through Friday position with day shift hours. This department would provide a flexible schedule. Although this department does not travel for work, we have three divisions that operate around the clock, seven days a week. There is a possibility that there may be occasions where you might need to travel and/or modify your schedule based on the requirements of other divisions.
HOW DO YOU WIN?
We are all different, yet we all use our unique contributions to make every effort to allow our field members to do what they do best: provide expertise in the field. To help them, our office and shop personnel work to streamline processes to increase field efficiency. We are looking for a career-minded individual who will not only grow but also promote a positive cultural environment to fill this important position.
The qualified candidate we seek is an Operations Support Assistant with these QUALIFICATIONS:
1-2 years of experience in an administrative role.
1-2 years of experience with fundamental computer skills, such as Google Suite or MS Office applications and email.
1-2 years of experience in customer service.
Proven organizational skills and a track record of successfully managing multiple tasks and priorities.
Successfully coordinated and executed multiple numbers of projects concurrently, ensuring all milestones were achieved within established timelines.
Demonstrated ability to solve complex problems by following tools provided and analyzing data to make informed decisions to drive successful outcomes.
Proven ability to complete an assignment from start to finish with minimal supervision.
Demonstrates the ability to analyze complex situations, identify key factors, and make strategic decisions that align with organizational goals. Ability to connect individual tasks to the overall company strategy and articulate how their actions contribute to the larger picture.
And these COMPETENCIES:
Problem Solving: Ability to identify issues within the restoration division promptly and devise effective solutions. Demonstrate critical thinking skills in addressing challenges and finding resolutions.
Task Management: Strong organizational skills are needed to ensure the timely completion of tasks outlined in the service flow chart. Efficient task prioritization and effective time management.
Communication Skills: Clear and concise communication, both written and verbal. Ability to communicate with estimating for billing close-out, external customers for ACC (Auto Care Center) updates, and scheduling with ACC managers.
Customer Management: Act as the primary point of contact for ACC managers, fostering positive relationships. Effective scheduling with stores and maintaining open communication channels.
Detail Orientation: Attention to detail in maintaining and completing restoration division billing. Accurate record-keeping is particularly important in managing missing receipts for restoration members.
Team Collaboration: Ability to work collaboratively with the restoration division, estimating, and ACC managers. Attend and actively participate in weekly restoration calls.
Adaptability: Flexibility to adapt to changing priorities and deadlines.
Professionalism: Upholds a professional demeanor, exhibiting reliability, punctuality, and a strong work ethic with internal and external members.
Fine Print:
Please keep in mind that this job description is not intended to cover or contain an exhaustive list of the activities, duties, or responsibilities that are expected of the member for this position. Duties, responsibilities, and activities are subject to change at any time and without notice.
FORJAK Industrial is an equal opportunity employer, and all qualified candidates are considered regardless of race, color, religion, gender, sexual orientation, gender identity, national origin, disability, or veteran status.
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