Operations Assistant - The Pond Digger

Do you thrive on keeping things organized and running smoothly? Are you looking for a role where every day feels purposeful, fun, and part of something bigger? At The Pond Digger in Cherry Valley, CA, we build more than just water features-we build experiences that inspire communities and bring people closer to nature. As our full-time Operations Assistant, you'll enjoy great benefits and perks such as competitive pay of $14-$19/hr, group dental, IRA, paid vacation, advancement opportunities, and company apparel.

ABOUT THE ROLE

• Inventory and Material Coordination:
• Review daily schedules for each department to verify material needs.
• Communicate with inventory staff to pull required materials and supplies for each job.
• Conduct a final check of job materials to ensure accuracy and quality.
• Resolve any discrepancies or shortages before the job is scheduled to begin.
  
• Job Folder Preparation:
• Assemble and prepare job folders, including job scope, client details, materials checklist, and any specific client requests.
• Verify that all necessary documentation (permits, contracts, drawings, etc.) is included
• Distribute job folders to department heads and review details to ensure clarity and understanding.

2. Scheduling Coordination

• Daily Scheduling:
• Assist with daily schedules for each department (Service & Repair, Construction, Maintenance).
• Adjust schedules as needed due to changes in priorities, weather conditions, or material availability.
  
• Forecast and Coordination:
• Assist coordination with department heads to anticipate and address upcoming jobs for the next 3-5 days.
• Communicate with clients as needed to confirm scheduled appointments, arrival times, and job expectations.
  
  

• Customer Communication:
• Conduct follow-up calls to clients after job completion to assess satisfaction and gather feedback.
• Address any client concerns, complaints, or requests, and escalate as necessary.
  
• Quality Assurance:
• Monitor and track customer satisfaction metrics; report trends and issues to management.
• Coordinate with relevant departments to address feedback and improve services.
  
  

• Documentation:
• Verify that completed job folders include all documentation (photos, client signatures, completion notes).
• Ensure that job folders are properly filed and accessible for future reference.
  
• Follow-Up Tasks:
• Track all follow-up tasks as noted in job folders, ensuring timely resolution.
• Communicate any required follow-ups to department heads and schedule them as necessary.
  
  

• Daily Review:
• Conduct a daily review of "yesterday's" completed jobs to identify any issues, pending tasks, or client feedback.
  
• Today's Execution:
• Coordinate closely with field teams to ensure "today's" jobs run smoothly, including addressing any real-time issues that arise.
  
• Tomorrow's Preparation:
• Conduct end-of-day reviews to ensure that all materials, scheduling, and folders are ready for "tomorrow's" jobs.

1. Material Accuracy: Percent of jobs where materials are complete and accurate on first pass.
2. Customer Satisfaction: Customer satisfaction scores from follow-up calls and surveys.
3. Job Folder Completion Rate: Percentage of job folders accurately completed and filed on time.
4. Scheduling Efficiency: Number of scheduling adjustments required per week.
5. Follow-Up Resolution Time: Average time to complete follow-up tasks after job completion.
   
   

• Weekly Reports: Submit weekly reports on customer satisfaction, follow-up completion, material accuracy, and scheduling.
• Daily Briefings: Conduct a daily morning briefing with department heads to discuss priorities and resolve any issues from the previous day.
  
  

The Minimum Requirements to Be Considered:

• Strong organizational skills and attention to detail.
• Excellent communication and customer service skills.
• Ability to multitask and manage time effectively.
• Proficient in scheduling software and office applications.
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ABOUT THE POND DIGGER

At The Pond Digger, based in Cherry Valley, California, we are dedicated to crafting ecologically friendly and low-maintenance water features that enhance outdoor spaces with beauty and sustainability. For over two decades, we have been recognized as innovators in waterscape design, driven by our mission to educate, inspire, and engage with the community. Through our seminars, Ponds for Schools programs, and vibrant retail facility, we have become Southern California's epicenter for water features. Our strong ethical values and close-knit, family-oriented culture emphasize teamwork, integrity, and having fun. We support our employees with generous paid vacation, ensuring they stay refreshed and motivated. Join us and be part of a team that not only builds stunning ponds but also champions community involvement and a positive work environment!

HOW TO APPLY

Dive right in with our quick, 3-minute, mobile-friendly initial application! If your skills match what we're looking for, expect to hear from us soon to discuss your future with The Pond Digger. Apply to be our new Operations Assistant today and let's build something incredible together!