Administrative Operations Assistant

Administrative Operations Assistant
Client Journey & Estimating Support
20 hrs/week | Long-Term Opportunity | $5–$8/hr DOE

TO APPLY: You must fill out our online application. Expect 20 to 30 minutes. Please review this whole job posting BEFORE you apply. Applicants who simply "apply" through onlineJobs.ph and do not fill out our application may not be followed up with.
LINK TO APPLICATION: ----------

ABOUT US:

The WaitStaff Team is a fast-growing U.S.-based event services company specializing in weddings and large-scale events across Oregon and Washington.

We provide professional service staff, including:
- Bartenders
- Servers
- Event Leads
- Rental coordination
- Logistical support

We work alongside caterers, venues, planners, and private clients to execute events smoothly and professionally.

Our workflow is structured and process-driven. An event typically moves through:
Client inquiry ? Estimate creation ? Retainer ? Revisions ? Vendor coordination ? Staffing ? Event execution ? Final billing adjustments.

In 2024, we experienced nearly 50% company growth, and we are anticipating a large expansion again this next year. We are building systems that allow us to scale efficiently — and we need a strong administrative partner to help support that growth.

We are not hiring for a short-term task role. We are building a long-term team.

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ABOUT THE ROLE:

You will work directly with our U.S.-based Event Manager as her administrative operations partner.
She handles client calls and gathers event information.

You will:
- Build and edit detailed estimates
- Clean up formatting and grammar
- Identify inconsistencies
- Ensure all quote information is complete
- Prepare documents so they are ready to send

This is not a “task follower” role.
We are looking for a THINKING ADMINISTRATOR who can take ownership.

If we present the following question:
“Here is the information. Can you please fix this quote?”

You should be able to:
- Identify missing details
- Correct grammar and formatting
- Improve clarity
- Make logical adjustments
- Leave organized notes when clarification is required
- Deliver a polished result ready for review

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TRAINING & ONBOARDING (First 2 Weeks)

We provide structured training during your first two weeks.

You will:
- Watch Loom training videos
- Learn our estimating system
- Learn our CRM (Pipedrive)
- Learn our staffing coordination platform (Ubeya)
- Draft SOPs from the Loom videos
- Organize documentation so you can reference it later

We expect you to actively document what you learn.

After 2 weeks, success means:
- You are creating quotes with little to no repeated questions
- You reference your SOPs before asking
- You organize processes so answers are easy to find
- You begin operating independently
- If you repeatedly ask the same questions after training, this role will not be a good fit.

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CORE RESPONSIBILITIES:

- Create and edit event estimates using our custom quoting tool
- Operate within Pipedrive CRM
- Assist with staffing coordination (Ubeya)
- Review documents for grammar, clarity, and formatting consistency
- Complete assigned tasks within 24 hours
- Return clear, organized notes when clarification is needed
- Draft and maintain internal SOP documentation
***As the role develops, you may eventually communicate with clients directly via email.

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IDEAL BACKGROUND

You must have:
- Clear verbal English
- Excellent written English (grammar must be strong)
- 2+ years administrative support experience
- Experience supporting a client through an entire journey (intake ? estimate ? revisions ? final billing)
- Ability to work independently
- Strong organizational thinking

Highly valued:
- Experience in construction administration
- (Proposal ? Estimate ? Retainer ? Change Orders ? Final Billing)
- CRM experience
- Estimating system experience
- Light automation experience
- Process improvement mindset
***Construction experience translates well because the workflow is very similar to event operations.

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PERFORMANCE EXPECTATIONS

You will be successful if:
- All tasks are completed within 24 hours
- Quotes are formatted cleanly and consistently
- Grammar errors are corrected before review
- Questions are efficient and organized
- You do not need repeated instruction
- You begin suggesting process improvements after understanding the system

We are looking for someone who operates at a 6–7 level of independent judgment and grows from there.

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WORK REQUIREMENTS:

- 20 hours per week
- Minimum 2–3 hours overlap with PST (U.S. West Coast time)
- High-speed reliable internet
- Backup internet and backup power
- Dual monitors required
- Quiet professional workspace

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COMPENSATION:

- $5–$8+ per hour (DOE)
- Hourly tracking and reporting
- Performance-based raises
- Long-term growth potential
- For high performers, this role can evolve into a Client Experience Manager position as the company grows.

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WHO THIS ROLE IS NOT FOR:

- Someone who needs step-by-step instructions every time
- Someone is uncomfortable correcting documents
- Someone who struggles with written English
- Someone who waits for tasks instead of anticipating needs

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TO APPLY: You must fill out our online application. Expect 20 to 30 minutes. Please review this whole job posting BEFORE you apply. Applicants who simply "apply" through online ---------- and do not fill out our application may not be followed up with.
LINK TO APPLICATION: ----------