Operations Assistant

JEBARA is looking for an exceptionally organized, proactive Operations Assistant to serve as the communication hub of our company. This role ensures every department stays connected, informed, and accountable as projects move from inquiry through final installation.

You'll work closely with leadership while coordinating communication between Sales, Design, Production, Logistics, Accounting, and Client Services. Your job is to keep projects moving, eliminate bottlenecks, follow up on outstanding action items, and make sure nothing falls through the cracks.

If you're someone who naturally keeps people organized, enjoys solving operational problems, and loves bringing order to fast-moving environments, you'll thrive in this position.

What You'll Do

Cross-Department Coordination

• Serve as the communication bridge between all JEBARA departments
• Ensure information is communicated accurately and promptly between teams
• Verify departments have the approvals, documentation, and information needed to perform their work
• Follow up on outstanding requests and unresolved action items
• Escalate communication bottlenecks before they impact project timelines
• Assist leadership in improving company-wide communication flow

Project Flow Management

• Monitor projects throughout every phase of production
• Ensure projects continue progressing according to established timelines
• Coordinate updates involving client requests, specifications, schedules, and production changes
• Verify departmental handoffs are completed before projects move forward
• Identify missing information early to help prevent delays

Communication Oversight

• Monitor Bitrix activity, comments, tags, and internal communication
• Ensure team members acknowledge and complete assigned responsibilities
• Track unresolved questions until fully resolved
• Coordinate meetings when multiple departments require alignment
• Maintain communication between office staff, production partners, and leadership

Documentation & Reporting

• Maintain accurate project documentation and internal records
• Keep production tracking reports current and organized
• Prepare weekly operational reports highlighting:
  • Outstanding action items
  • Delayed projects
  • Missing approvals
  • Communication bottlenecks
  • Department accountability
• Recommend workflow improvements based on recurring operational issues

Administrative & Leadership Support

• Support leadership with operational initiatives and special projects
• Assist with SOP creation, presentations, and internal documentation
• Coordinate company-wide projects involving multiple teams
• Help improve operational systems and processes
• Perform additional responsibilities as assigned

What We're Looking For

• Bachelor's degree or equivalent professional experience
• Outstanding organizational and time management skills
• Excellent written and verbal communication
• Strong follow-through and accountability
• Comfortable coordinating multiple departments simultaneously
• Highly detail-oriented with exceptional accuracy
• Ability to prioritize changing workloads in a fast-paced environment
• Professional judgment and discretion
• A proactive problem-solver who doesn't wait to be asked
• Strong working knowledge of Microsoft Office and Google Workspace (Bitrix experience is a plus)

Join JEBARA

This is one of the most important operational positions in our company. You'll work directly with leadership and play a critical role in keeping every department aligned while ensuring our luxury client experience remains seamless from start to finish.

If you're someone who enjoys organization, communication, and making complex operations run smoothly, we'd love to meet you.

Salary: $20/hr