Administrative Assistant

Escarraga's Luxury Cleaning; California (MO); On-site; USD 25,000 - 34,000; Part time

Job summary

Escarraga’s Luxury Cleaning is seeking a detail-oriented administrative professional to provide executive support to the CEO, coordinate client and vendor relations, and assist operations scheduling. This role is part-time (12–16 hours/week) with in-person days for office work and field visits.

The ideal candidate has at least 2 years in administrative or operations support, proficient with Jobber, Google Workspace, and Microsoft Office, and holds a valid CA driver's license.

Qualifications

• 2+ years in administrative, operations coordination, or executive support roles.
• Proficiency in Jobber, Google Workspace, and Microsoft Office.
• Valid CA driver's license with clean MVR for site visits.

Responsibilities

• Directly manage the CEO’s calendar and coordinate team meetings.
• Serve as the main contact for inquiries; draft service agreements and follow-up.
• Schedule cleaning crews and ensure field staff have daily information.
• Assist payroll and contractor payments; log daily receipts.
• Recruit and onboard new staff; maintain employee records in Gusto.
• Manage daily office flow, mail, phone coverage, and files.
• Conduct site walkthroughs to assess cleaning needs for bidding; track supplies.

Skills

Administrative experience

Executive support

Operations coordination

Bilingual English/Spanish

Tools

Jobber

Google Workspace

Microsoft Office

Job description

Note on Role Evolution

We are a growing company, and this role is designed to evolve. While core responsibilities are defined below, the ideal candidate is someone comfortable with a shifting landscape and eager to take on new challenges. As Escarraga’s Luxury Cleaning grows, this role is expected to take on increased leadership and operational project responsibilities, providing a pathway to management positions.

Schedule:

Part-Time (Approx. 12-16 hours/week): 2-3 days per week required in person for office work, client visits, and operational support.

Key Responsibilities

• Executive Support: Directly manage the CEO’s calendar, prioritize incoming calls/emails, and coordinate team-wide meetings.
• Client & Vendor Relations: Act as the primary point of contact for inquiries; draft service agreements, send thank-you notes, and perform proactive lead follow-up.
• Operations Scheduling: Support the scheduling of cleaning crews and assist in ensuring field staff have the information needed for daily success.
• Financial Administration: Assist with payroll processing and contractor payment disbursements via Gusto/Jobber; log daily business receipts/checks/etc.
• HR Support: Facilitate the recruiting and onboarding of new staff; maintain up-to-date employee records within Gusto.
• General Office Administration: Manage daily office flow, including mail processing, phone coverage, digital/physical files, and special projects to improve operational efficiency.
• Operations-Admin (Field & Asset): Conduct physical site walkthroughs to assess cleaning needs for bidding; track cleaning inventory/supplies and manage vehicle registrations and maintenance schedules.

Requirements & Qualifications

Required:

• Experience: 2+ years in administrative, operations coordination, or executive support roles.
• Technical Literacy: Proficiency in Jobber (or similar CRM), Google Workspace, and Microsoft Office.
• Clean Driving Record: Valid CA Driver’s License and a clean MVR for required site visits and supply runs.

Preferred:

• Bilingual Proficiency: Fluency in English and Spanish (written and verbal) is highly preferred to facilitate communication between management, staff, and clients.
• Service Industry Experience: Previous experience in cleaning, facilities, or field operations.
• Growth Mindset: The ability to handle multiple moving parts with accuracy, discretion, and a proactive attitude.