Operations Assistant

Job Overview

We are seeking a highly organized and detail-oriented Operations Assistant to support our daily operations. This role is responsible for appointment scheduling, customer follow-up, parts sourcing, insurance claim administration, and maintaining accurate records within our service management system. The ideal candidate is proactive, quick to learn new software, and capable of managing multiple administrative tasks while maintaining a high level of accuracy.

Schedule: Full Time Monday to Friday 9 AM to 6 PM Mountain Time

Responsibilities:

• Manage high-volume customer scheduling, follow-ups, accurate data entry, and digital file organization.
• Source parts and track purchase orders (POs) from vendors while preparing and submitting insurance claims for work approval.
• Prepare, submit, and track insurance claims to secure work approvals, following up with agencies and coordinating internally to resolve missing information.
• Ensure all claim documentation is complete and accurate prior to submission, focusing strictly on approvals without handling payment collection.
• Source parts from approved vendors, comparing pricing and availability to confirm orders and delivery timelines.
• Maintain accurate records of sourced parts, purchase information, and supplier coordination.

Requirements:

• Proven administrative experience (e.g., Service Coordinator or Assistant), ideally within service-based industries like automotive, restoration, or home services.
• Strong experience managing appointment schedules, customer support, and high-volume service coordination.
• Required experience sourcing parts, researching vendors, and managing purchase orders or invoices.
• Experience with administrative processing, specifically submitting and tracking insurance claims for work approvals is preferred.
• Proficient in Microsoft Office/Google Workspace and preferably comfortable learning new CRM or field service management software.
• Excellent data entry skills with sharp attention to detail, organization, and the ability to work independently.
• Strong written and verbal English communication skills with a proven ability to prioritize tasks in a fast-paced environment.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations