OFFICE MANAGER ASSISTANT FOR MOLLY MAID

Office Manager Assistant

Molly Maid of Springfield & Branson

Location: Springfield, MO
Job Type: Full-Time
Schedule: Monday–Friday, daytime business hours
Reports To: Office Manager / Ownership

About Molly Maid of Springfield & Branson

Molly Maid of Springfield & Branson is a growing residential cleaning company serving Springfield, Branson and surrounding communities. We are building a professional, organized, customer-focused operation and are looking for an Office Manager Assistant who can help keep the business running smoothly behind the scenes.

This is more than a traditional receptionist position. The right person will become an important part of our daily operations, scheduling, customer service, employee support, quality control and administrative systems.

We are looking for someone who is organized, dependable, comfortable using technology, communicates professionally and can stay calm while managing multiple priorities.

Position Overview

The Office Manager Assistant will support the Office Manager and ownership team with the daily administration and coordination of the business.

Responsibilities will include assisting with:

• Customer scheduling and appointment coordination
• HouseCall Pro administration
• Customer communication and follow-up
• Employee scheduling and attendance tracking
• Employee records and documentation
• Hiring and onboarding coordination
• Background-check and training documentation
• Key and access-code tracking
• Payroll preparation and timekeeping support
• Customer service and issue resolution
• Cleaning-team communication
• Quality-control follow-up
• Office organization and inventory
• Sales and estimate follow-up
• Recurring customer management
• Cancellations, reschedules and re-cleans
• Daily operational reports
• General office administration

What You Will Do1. Scheduling & HouseCall Pro

You will help maintain accurate scheduling and customer information within HouseCall Pro, including:

• Scheduling residential cleaning appointments
• Rescheduling and confirming appointments
• Maintaining recurring customer schedules
• Communicating schedule changes to cleaning teams
• Reviewing daily and upcoming schedules
• Assisting with estimates and proposals
• Maintaining accurate customer records
• Documenting customer communications
• Assisting with payment, invoice and account questions
• Supporting payroll/timekeeping processes
• Tracking job completion and operational issues

Accuracy is extremely important. A scheduling error can affect customers, employees and the profitability of an entire day.

2. Customer Service

You will help provide a professional Molly Maid customer experience from the first phone call through ongoing recurring service.

Responsibilities include:

• Answering customer calls and messages
• Responding professionally to questions and concerns
• Following up with new leads
• Confirming appointments
• Communicating arrival or scheduling changes
• Documenting customer requests
• Escalating complaints or service issues appropriately
• Coordinating re-cleans when approved
• Assisting with cancellations and rescheduling
• Following up after service when necessary
• Helping maintain strong recurring-customer relationships

Our goal is not simply to complete cleaning appointments. We want customers to feel that their home and their service are being professionally managed.

3. Employee & Team Support

The Office Manager Assistant will work closely with our HSPs, Team Leads, trainees, operators and management.

You may assist with:

• Daily employee communication
• Attendance tracking
• Schedule coordination
• Employee call-outs
• Replacement/coverage coordination
• Training documentation
• New-hire onboarding administration
• Employee file organization
• Background-check documentation
• Maintaining required personnel records
• Communicating operational updates
• Helping management identify scheduling or staffing problems

The franchise owner remains responsible for employment decisions, including hiring, compensation, training, supervision and termination. This position supports those processes administratively and operationally.

4. Key, Code & Customer Access Management

Because our employees work inside customers' homes, maintaining accurate access information is extremely important.

You will assist with:

• Tracking customer keys
• Maintaining key-control records
• Managing access codes according to company procedures
• Documenting key/code changes
• Confirming employee access information
• Reporting missing or incorrect access information immediately
• Following company security and confidentiality procedures

Customer access information is confidential and must be handled carefully.

5. Payroll & Administrative Support

The Office Manager Assistant will assist management with accurate payroll preparation and administrative records.

This may include:

• Reviewing employee hours
• Comparing scheduled versus completed work
• Reviewing timekeeping information
• Assisting with HouseCall Pro payroll information
• Tracking tips when applicable
• Identifying missing or unusual time entries
• Organizing payroll documentation
• Assisting management with payroll-period preparation

This position will not independently change employee compensation or payroll policies unless specifically authorized by management.

6. Hiring & Onboarding Support

As the company grows, you will help maintain an organized hiring process for positions such as:

• Trainees
• HSPs
• Team Leads
• Operators
• Estimators
• Office personnel

Administrative responsibilities may include:

• Posting approved job advertisements
• Reviewing applications
• Scheduling interviews
• Sending interview confirmations
• Maintaining candidate records
• Coordinating background checks
• Collecting required onboarding documentation
• Tracking training completion
• Maintaining employee files
• Communicating next steps to candidates

No employee or subcontractor should be permitted to enter a customer's home without completing required background-check procedures.

7. Operations & Quality Control

You will help management monitor the day-to-day operation of the business.

This can include:

• Reviewing completed jobs
• Monitoring customer feedback
• Tracking complaints
• Documenting re-cleans
• Identifying recurring service problems
• Communicating quality issues to Team Leads and management
• Following up on incomplete jobs
• Assisting with operational reports
• Helping ensure procedures are followed consistently

Molly Maid operations are governed by system standards and procedures. The franchise agreement requires the business to adopt and use the applicable required operating standards, procedures, techniques and management systems.

8. Office Organization & Inventory

You will help keep the office and administrative operation organized.

Responsibilities may include:

• Office supply tracking
• Cleaning-supply inventory support
• Ordering approved supplies when authorized
• Maintaining employee paperwork
• Organizing customer records
• Maintaining administrative checklists
• Assisting with vendor communications
• Keeping the office organized and professional

Company procedures regarding approved products, supplies, equipment and suppliers must be followed.

9. Sales & Lead Follow-Up

You will also support the growth side of the business.

Responsibilities may include:

• Responding to new leads
• Following up with estimates
• Scheduling estimate appointments
• Following up with potential recurring customers
• Maintaining lead information
• Tracking lead status
• Assisting with promotional campaigns approved by management
• Helping convert inquiries into scheduled services

You will follow company-approved pricing, promotions, advertising and customer-service procedures.

Technology You Will Use

The position will regularly use business technology including:

• HouseCall Pro
• Microsoft Office / Microsoft 365
• Email
• Business phone systems
• Scheduling systems
• Customer databases
• FranConnect or other Molly Maid/Neighborly systems as applicable
• Company communication platforms

HouseCall Pro is specifically identified in the franchise technology agreement as part of the Molly Maid technology system used for functions including customer information, scheduling, proposals, communications and accounting records.

Confidentiality & Customer Privacy

This position will have access to sensitive business and customer information.

The employee must maintain confidentiality regarding:

• Customer names and contact information
• Customer addresses
• Keys and access codes
• Customer schedules
• Pricing and account information
• Employee information
• Business records
• Company procedures
• Franchise system information
• Other confidential company information

Molly Maid's franchise agreement requires protection of confidential information and customer information and requires reasonable security practices for customer data.

What We're Looking ForRequired

• Excellent organizational skills
• Strong attention to detail
• Professional communication skills
• Reliable attendance
• Ability to multitask
• Ability to work independently
• Comfortable using computers
• Comfortable learning new software
• Ability to handle confidential information
• Professional phone and email etiquette
• Ability to remain calm in a fast-paced environment
• Strong problem-solving skills

Preferred

• Office management experience
• Scheduling experience
• Customer service experience
• HouseCall Pro experience
• Cleaning-industry experience
• Dispatching experience
• Payroll/timekeeping experience
• Recruiting or hiring experience
• Sales or lead-follow-up experience
• Experience managing multiple employees or field teams

The Ideal Candidate

The ideal person is someone who naturally thinks:

"What needs to happen next?"

You should be comfortable seeing a problem before it becomes a bigger problem.

If a cleaner calls out, you help coordinate the solution.

If a customer has a concern, you document it and make sure it reaches the right person.

If an employee's time is missing, you catch it.

If a schedule doesn't make sense, you flag it.

If a customer hasn't received a follow-up, you make sure it happens.

If the office is becoming disorganized, you fix it.

We are looking for someone who can become a trusted operational right hand to the Office Manager and ownership team.

Growth Opportunity

As Molly Maid of Springfield & Branson grows, this position can develop into additional responsibility within:

• Office management
• Operations coordination
• Employee administration
• Customer service management
• Scheduling/dispatch
• Quality control
• Sales administration
• Training coordination
• General management

We are building a company where dependable people can grow with the organization.

Important Compliance Expectations

Molly Maid of Springfield & Branson operates as an independent franchise business and is responsible for its own employees and employment decisions.

All employees are expected to:

• Follow applicable company policies and procedures
• Follow Molly Maid system requirements applicable to their position
• Protect customer and company information
• Complete required training
• Follow required safety and security procedures
• Maintain professional customer-service standards
• Follow applicable laws and regulations
• Follow management's instructions regarding company operations

Franchise system requirements and operating procedures may be updated from time to time, and employees may be required to follow updated procedures applicable to their responsibilities.

Why Join Us?

You will have the opportunity to join a growing local business and play an important role in building the office and operations infrastructure from the ground up.

This is a position for someone who wants responsibility, growth and the opportunity to become an important part of the leadership/operations team — not someone looking for a job where every day is exactly the same.

If you are organized, dependable, professional and ready to help build something, we'd like to hear from you.

Pay: $16.00 - $18.00 per hour

People with a criminal record are encouraged to apply

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Springfield, MO 65802 (Required)

Work Location: In person

Benefits:

Salary : $16 - $18