Operations Support Specialist

Job Title: Operations Support Specialist
Department: Operations
Reports to: Chief Operations Officer
FLSA Status: Full-Time,Hourly (Non-Exempt)
Approval: Chief Executive Officer
Date: November 20, 2025

Purpose Of This Position:
Perfect My Home (PMH) is seeking a motivated and experienced Operations Support Specialist to support our growing teams. This role plays a key role in supporting daily operations, ensuring timely handling of warranty requests, and providing administrative support to leadership and field teams. This position helps maintain a smooth workflow between customers, vendors, and internal departments, while upholding high standards of communication, follow-through, and customer service.

Essential Duties and Responsibilities:
Include, but are not limited to the following:
● Serve as the primary point of contact for all warranty inquiries, follow-ups, and service requests.
● Review warranty claims, validate documentation, and coordinate next steps.
● Schedule warranty appointments under coordination with leadership for the technicians, subcontractors, and vendors.
● Track all warranty issues from submission to completion, ensuring accurate notes and timely resolution.
● Maintain warranty logs, service history, and customer communication records.
● Communicate professionally with homeowners regarding timelines, expectations, and follow-up steps.
● Ensure warranty processes align with company policies and manufacturer requirements.
● Escalate complex or urgent issues to management as needed.
● Provide general administrative assistance to operations leadership and office teams.
● Answer phones, respond to emails, and route inquiries to appropriate departments.
● Prepare reports, spreadsheets, and documentation as requested.
● Assist with scanning, filing, data entry, and maintaining organized digital/physical files.
● Support onboarding tasks such as setting up folders, equipment checklists, and scheduling.
● Help maintain office supplies, inventory ordering, and vendor communications.
● Draft internal memos, communication updates, and meeting notes as needed.
● Uphold and model PMH’s Core Values: Commitment to Follow-Up, Speed, Integrity, Strong Work Ethic, Positivity, and Teamwork.
● Perform other related duties as assigned to support department and company
objectives.

Qualifications:
A high school diploma or equivalent is preferred. Prior experience in warranty coordination, service scheduling, administrative support, or operations is strongly preferred.

Knowledge, Abilities and Skills:
In the performance of their respective tasks and duties, the Operations Support Specialist is expected
to meet the following requirements:
● Strong communication skills, both verbal and written, with the ability to handle customer conversations professionally.
● Highly organized and detail-oriented; able to manage multiple tasks and priorities.
● Proficient in computer systems, including CRM, scheduling tools, email, spreadsheets, and digital filing.
● Ability to problem-solve, follow through on tasks, and maintain accurate documentation.
● Demonstrated professionalism, customer service mindset, and confidentiality.
● Ability to work independently and collaboratively within a fast-paced environment.
● Establish and maintain effective professional working relationships with team members, management, clients, and the general public.
● Demonstrated interpersonal and communication (including telephone and technology) skills.
● Maintain strict confidentiality as directed, be honest, trustworthy, dependable, demonstrate good work ethic and flexibility.

Special Requirements:
Valid Oklahoma Class “D” Operator’s License or the ability to get to and from work location.

Safety:
The employee shall be knowledgeable about and follow PMH’s safety policies and procedures. The Operations Support Specialist should possess or be open to ongoing training in job and service shop site safety practices. Employees should immediately report (i.e., during current shift) any accidents, unusual occurrences, or any other safety-related issues to the immediate supervisor.

Work Environment:
Office-based role with frequent interaction with customers, field teams, and leadership. May require occasional support during high-volume periods or peak seasons. The employee is expected to maintain regular attendance at work and is consistently on time. Normal office hours are 7:30am - 4:30pm. Work hours are Monday through Friday, with the understanding there may be Saturdays if a business need arises. This includes any approved adjustments to work hours arranged for necessary outreach events.

Physical Demands:
Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to walk, sit, use hand to finger, handle or reach with hands and arms, to talk or hear. The employee is frequently required to stand. The employee is occasionally required to climb or balance, stoop, kneel, crouch, or crawl. The employee may occasionally lift and or move up to 50 pounds. Employees should use proper lifting techniques and, if necessary, seek assistance or use equipment to minimize Operations Support Specialist the risk of injury. Additionally, employees should be physically capable of performing these tasks safely.

Benefits and Compensation:
PMH offers a competitive benefits package to include Health, Dental and Vision Insurance. In addition, fringe benefits including paid time off, holiday pay and reasonable business reimbursements may be included in the compensation package. The starting hourly rate for this position will be $20.00 an hour and considered an hourly, non-exempt position.

Perfect My Home is an Equal Opportunity Employer.