Administrative & Operations Coordinator

About Poppy Exteriors Poppy Exteriors is a growing luxury exterior cleaning and maintenance company serving residential properties throughout San Diego County. We pride ourselves on exceptional customer service, attention to detail, and creating a seamless experience for our clients. We are seeking a highly organized, detail-oriented, and motivated Part-Time Administrative & Operations Coordinator to assist with daily office operations and support the continued growth of our company. This position is ideal for someone who is proactive, dependable, comfortable working independently, and capable of managing multiple responsibilities in a fast-paced small business environment. Key Responsibilities Administrative & Office Support Manage general administrative tasks, filing, and digital recordkeeping. Maintain organized client information, service records, and company documents. Monitor company emails, phone calls, and text messages. Assist with data entry, document preparation, and general clerical duties. Maintain office supplies and assist with inventory management. Scheduling & Operations Coordinate client appointments and maintain the company service calendar. Assist with scheduling cleaning technicians and organizing daily service routes. Send appointment confirmations, reminders, and follow-up messages. Communicate schedule changes and updates to clients and team members. Help ensure daily operations run efficiently and smoothly. Customer Service & Client Relations Respond professionally to client inquiries via phone, email, and text. Assist with new client onboarding and service inquiries. Follow up with prospective clients and maintain organized lead records. Address routine client concerns and escalate issues when necessary. Help maintain the high level of customer service expected from a luxury service company. Billing & Business Support Prepare and send client invoices. Track outstanding payments and assist with payment follow-ups. Maintain accurate records of services completed and payments received. Assist with basic expense tracking and organizing receipts. Support the owner with miscellaneous administrative projects and business growth initiatives. Qualifications & Requirements Previous administrative, office management, or customer service experience preferred. Excellent organizational skills and strong attention to detail. Strong written and verbal communication skills. Ability to multitask, prioritize responsibilities, and meet deadlines. Comfortable using computers, scheduling software, spreadsheets, and email. Experience with Housecall Pro, QuickBooks, or similar business management software is a plus. Strong problem-solving skills and the ability to work independently. Professional, trustworthy, reliable, and proactive. Ability to handle confidential company and client information responsibly. A positive attitude and willingness to take initiative. Position Details Schedule: 2 days per week Hours: Approximately 5–6 hours per day, with potential for additional hours as the company grows Location: San Diego County, CA Employment Type: Part-Time Compensation: Based on experience Ideal Candidate We are looking for someone who takes ownership of their responsibilities, anticipates needs, and enjoys creating organization and efficiency. As a growing company, we value individuals who are resourceful, adaptable, and comfortable wearing multiple hats. The ideal candidate will be someone who can confidently handle day-to-day administrative responsibilities with minimal supervision while helping us maintain exceptional service standards. Join Poppy Exteriors and become an important part of a growing luxury service business! Pay: $18.00 - $20.00 per hour Expected hours: 8.0 – 16.0 per week Work Location: In person

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