Operations & Scheduling Assistant

## About Us

We are a real estate development company based in Canada. Our team of 15+ operates across architecture, engineering, procurement, and construction. We use Slack, ClickUp, Google Workspace, Zoom, Connecteam, and OpenPhone daily.

We need someone to handle scheduling, platform management, and administrative support so our operations team can focus on higher-level coordination. This is a support role — you respond to requests quickly and keep the day-to-day machinery running smoothly.

---

## What Your Day Actually Looks Like

**Start of shift:**
- Check Slack for any scheduling requests that came in while you were offline. Process them immediately — send Zoom invites, confirm times, update Google Calendar.
- Check OpenPhone for any voicemails or missed calls. Take notes on who called, what they need, route to the right person.

**Throughout the day:**
- Scheduling: When the CEO, VP Construction, or Operations Manager asks you to set up a meeting, the Zoom/Google Meet invite goes out within 10 minutes. You confirm all parties have accepted. If there's a conflict, you flag it and propose alternatives.
- Platform access: When someone new joins the team, you add them to Slack, ClickUp, Connecteam, Google Workspace, and any project-specific channels. When someone leaves, you remove them. You maintain a checklist for each.
- Document filing: When someone produces a report, drawing, estimate, or contract, you ensure it's saved in the correct Google Drive folder. You don't create these documents — you organize them.
- OpenPhone monitoring: Inbound calls to the company line get answered or returned within 30 minutes. You take a message, get the caller's name and number, and route to the right person. You don't need to answer technical questions — just capture the inquiry and pass it along.
- Meeting support: When a meeting is scheduled, you ensure the Zoom link works, the right people are invited, and the calendar event has the correct time zone. After the meeting, if notes are shared, you file them.

**End of shift:**
- Brief status message: meetings scheduled today, documents filed, calls handled, any pending items for tomorrow.

---

## What You're NOT Doing

- You are NOT managing projects, making decisions, or coordinating work. You support the people who do.
- You are NOT calling clients or leads. If a client calls in, you take a message and route it.
- You are NOT doing payroll, HR tasks, or financial work. That's a separate tea ---------- mber.
- You are NOT expected to understand construction or architecture. You're managing platforms and schedules.

---

## What We Need From You

**Must have:**
- Fast response time. When a request comes in, you act within 10-15 minutes. Not 30. Not "after lunch." This is the single most important quality.
- Comfortable with multiple software platforms simultaneously — Slack, Zoom, Google Workspace (Calendar, Drive, Meet), ClickUp. You can learn new platforms quickly.
- Basic English — enough to take a phone message accurately and send a clear scheduling email. You don't need to have business conversations or write proposals.
- Organized. You can track 10 scheduling requests, 5 pending document filings, and 3 platform access tasks at the same time without losing any.
- Reliable attendance. This role requires you to be online during your committed hours consistently. If you're offline, scheduling breaks.

**Nice to have:**
- Experience as a virtual assistant or executive assistant
- Experience with OpenPhone or similar business phone system
- Experience with Connecteam or similar time-tracking platform

---

## Screening Questions

Please answer all 4 questions in your application.

1. **Speed test:** Right now, how quickly could you set up a Zoo ---------- eting for 3 people at 10 AM tomorrow, send the calendar invites, and confirm via Slack? Walk me through your process step by step. How many minutes would this take you?

2. **Prioritization:** You receive 4 tasks in the same 10-minute window: (a) Schedule a Zoom call for the CEO in 30 minutes, (b) File a construction drawing in Google Drive, (c) A voicemail came in from a planning department asking for a callback, (d) Add a new tea ---------- mber to 5 platforms. What order do you do them in and why?

3. **Routing:** Someone calls the company line and says "I need to talk to someone about the building on Richard Street." You don't know anything about this project. What do you say, what information do you collect, and what do you do after the call?

4. **Reliability:** In your last role, what was your average response time to requests from your manager? How did you ensure nothing got missed when multiple tasks came in at once?

---

## 30-Day Proof Point

By day 30, we will know this is working if:
- Every meeting request is processed within 15 minutes of receipt
- Nicole (Operations Manager) reports she is no longer handling Zoom setup, calendar invites, or platform access tasks
- All inbound OpenPhone calls are captured and routed within 30 minutes
- Documents are filed in the correct Google Drive locations consistently
- Zero scheduling conflicts caused by missed invites or wrong time zones

---

## How to Apply

Reply to this posting with your answers to all 4 screening questions and your resume. Include the word "SUPPORT" in your subject line so we know you read the full posting.