Schedule
Monday to Friday, 9:00 AM – 5:00 PM with a 30-minute paid break
Timezone: Santa Monica, CA
About the Role
We are seeking a highly organized, emotionally intelligent, and reliable Operations Assistant to support a compassionate, in-home service-based practice focused on providing deeply personalized care.
This is a client-facing, heart-centered role that involves communicating with individuals during sensitive and emotional moments. The ideal candidate is someone who can remain calm, empathetic, and professional while delivering excellent service.
You will be working closely with a small but growing team, with opportunities to take on increased responsibility over time. We are looking for someone who is proactive, resourceful, and committed to long-term growth within the role.
Key Responsibilities
Client Communication & Support
- Answer incoming phone calls in fluent, professional English
- Respond to client inquiries across multiple platforms (email, messaging apps, and online directories)
- Monitor and respond to comments and messages across social media platforms
- Communicate services, pricing, and next steps clearly and compassionately
- Handle sensitive conversations with empathy and professionalism
- Identify urgent situations and escalate appropriately
Administrative & Operational Support
- Perform data entry and maintain accurate records
- Manage appointment scheduling and coordination
- Conduct online research as needed
- Assist in maintaining and updating SOPs and internal documentation
- Identify inefficiencies and recommend process improvements
- Take initiative in managing tasks and priorities
Social Media Support
- Create simple graphics using Canva or similar tools
- Assist with content scheduling and posting
- Engage with community comments and direct messages
Qualifications
- Professionally fluent in spoken and written English
- Strong communication skills, especially on phone calls
- Excellent organizational and time management skills
- Basic Canva knowledge for simple graphics
- High attention to detail
- Ability to work independently and take initiative
- Tech-savvy with the ability to quickly learn new tools
- Compassionate, patient, and emotionally aware
Nice to Have (Not Required)
- Experience in veterinary, medical, or pet care industries
- Background in customer service, particularly in emotionally sensitive environments