Office Coordinator for a Community-Oriented Cleaning Business

Are you a master of puzzles and problem-solving with a love for dynamic challenges? Do you thrive in a role where you can juggle multiple tasks, keep everything running smoothly, and delight in the satisfaction of a job well done? If so, we have the perfect opportunity for you!

Position: Office Coordinator Type: 30-40 hrs/week Location: Portland - Remote.

About Us:

At Tidy Gnomes, we’re more than just a cleaning service—we’re a community of passionate individuals dedicated to making a positive impact in our community. Founded in 2012 by Cecilia and Deana, we are a queer, women, and POC-owned business that provides personalized, eco-friendly, and compassionate home care. Our way of approaching our work and spaces reflect our commitment to adding a touch of magic and joy to every home we serve.

Fostering an inclusive and equitable workplace is integral to our mission. By embracing our identities and values, we work on ensuring that our services and work environment are reflective of a broader spectrum of experiences and perspectives. This commitment allows us to create a supportive and empathetic culture, both for our team and our clients, ensuring that everyone feels valued and respected.

We are a small, community-oriented cleaning business with a heart for building lasting relationships with both our clients and employees. We believe in creating a positive, supportive environment where everyone feels valued and appreciated. Our success enables us in bridging access to support and resources in the community.

The Role:

As our Office Coordinator, you will be the thread weaving together our client and employee relations.

Your responsibilities will include:

Scheduling Sorcery:

- Schedule Management: Coordinate cleaning staff schedules and client appointments to maximize efficiency and meet customer needs.

- Using our scheduling and dispatch platform to assign our field cleaners to clients with precision and care.

- Scheduling first time visits, one time visits, recurring visits, rescheduling visits while taking into consideration the time constraints of the clients, the availability of the cleaners and the locations to minimize driving.

Google Workspace Wizardry:

Managing emails, documents, and calendars to keep our operations running like clockwork.

Slack Magic:

Facilitating smooth internal communications, ensuring everyone is on the same page. Updating timecards, navigating hiccups.

Client Charm:

- Customer Communication: Serve as a point of contact for customer inquiries, feedback, and concerns, ensuring timely resolutions.

- Pursuing and intaking leads in order to generate new business.

- Building and maintaining positive relationships with clients by providing phone consultations, addressing their needs, and ensuring their satisfaction.

- Consultations and estimates - Contacting potential new clients and talking about our services, their needs and creating estimates for them.

- Resolve Issues: Handle customer complaints and concerns promptly, ensuring customer satisfaction and retention.

- Provide Information: Educate customers about cleaning services, products used, and safety protocols.

- Maintain Records: Update and manage customer databases, service records, and feedback to enhance service quality.

- Collaborate with Team: Work closely with cleaning staff to ensure seamless communication and service delivery.

- Promote Services: Upsell additional services and products to existing customers to boost sales.

- Follow-Up: Conduct post-service follow-ups to gather feedback and reinforce customer relationships.

- Stay Informed: Keep updated on industry trends and company policies to provide accurate information to customers.

Employee Enchantment:

- Staff Coordination: Communicate effectively with cleaning teams to ensure clarity of service expectations, special requests, and safety protocols while juggling various priorities.

- Supporting our team of cleaners, helping them navigate their tasks, and fostering a positive work environment.

Problem-Solving:

- Tackling tasks with multiple steps, handling distractions with grace, and finding solutions to any challenges that arise. Great short term memory is a must along with critical thinking and problem solving.

Qualifications - What We’re Looking For:

- Previous experience in operations, scheduling, and customer service, ideally within the cleaning or service industry.

- Ability to receive feedback and coaching and apply the data.

- A love for puzzles and problem-solving.

- High proficiency in managing multiple tasks with distractions.

- Strong organizational and multitasking skills with attention to detail.

- Move from one task to another without stopping.

- Don’t get overwhelmed or frazzled easily.

- Analytical

- Experience with scheduling platforms, Google Workspace, and Slack.

- Excellent communication and interpersonal skills.

- A passion for building community and positive relationships.

- Ability to work independently and as part of a team.

- Access to reliable internet connection.

Critical Thinking Requirements:

- Problem Solving: Apply critical thinking skills to assess and resolve operational challenges, ensuring timely and effective solutions that enhance service delivery.

- Decision Making: Make informed decisions based on data analysis, customer feedback, and staff performance metrics, evaluating multiple factors to determine the best course of action while juggling various priorities.

- Process Evaluation: Critically analyze existing workflows and procedures to identify inefficiencies and areas for improvement, proposing actionable strategies for enhancement.

- Conflict Resolution: Use critical thinking to navigate and mediate conflicts between staff or customers, ensuring fair and effective resolutions that uphold company standards.

- Adaptability: Demonstrate flexibility and critical reasoning in adjusting plans and strategies in response to changing circumstances or unexpected challenges, effectively multitasking to maintain operational efficiency.

Independent Work Requirements:

- Self-Motivation: Demonstrate the ability to work autonomously, taking initiative to complete tasks without constant supervision while managing your own workload effectively.

- Time Management: Prioritize and manage time efficiently to meet deadlines and goals, ensuring that multiple tasks are completed in a timely manner without direct oversight.

- Resourcefulness: Utilize critical thinking and problem-solving skills to address challenges independently, seeking solutions without relying on immediate assistance from others.

- Accountability: Take ownership of individual responsibilities and outcomes, ensuring high-quality work and consistent follow-through on tasks and projects.

- Communication: Maintain clear and proactive communication with management and team members, providing updates and seeking guidance as needed while working independently.

Why Join Us?

- Be part of a close-knit, supportive community.

- Engage in a role that challenges and rewards your problem-solving skills.

- Enjoy the satisfaction of helping a small business thrive.

- Grow with us as we expand and enrich our client and employee relations.

- Contribute to our mission of giving back to the community.

Be a part of a dynamic team with a unique and supportive work culture. As the Office Coordinator, you'll play a crucial role in our success by ensuring our gnomes excel in their roles. For us, success means more than just achieving business goals—it’s about enabling care, growth and development within our team, offering raises and comprehensive benefits, and expanding our community impact through donation cleans. We believe our work goes beyond traditional house cleaning; it’s about providing compassionate caregiving that makes a real difference in people’s lives. Join us in making a meaningful impact and thriving together.

Benefits:

- Regular Pay Increases

- All gnomes receive a W-2

- Health Insurance, Paid Time Off, Paid Sick Time

- Retirement Savings Account

- Monthly Massages and Birthday Pay

Compensation:

- Training: $20/hr + Tips

- After Training: Starting at $22/hr + Tips

How to Apply:

Please send your resume and a brief cover letter explaining why you’re the perfect fit for this enchanting opportunity to happyhomes@tidygnomes.com.

Join us in weaving a tapestry of excellence and care in the world of cleaning services!