Administrative​/Clerical Assistant, Office Administrator​/ Coordinator

Company Description Move Stacks is an AI-powered vertical SaaS platform built for small and mid-sized moving companies across the United States. The platform replaces scattered tools like spreadsheets, calendars, and separate payment systems with one integrated operating system that includes CRM, dispatch, quoting, websites, apps, payments, reporting, and AI insights. Move Stacks helps moving companies capture and convert leads faster, schedule jobs accurately, manage crews efficiently, and track profitability by job, truck, and team.

It is designed to be simple, practical, and industry-specific, allowing growing moving businesses to transition from legacy tools in as little as seven days. The long-term vision is to become the operating system for the moving industry by unifying operations, marketing, communication, payments, automation, and AI into one platform.

Role Description The Assistant role at Move Stacks is a full-time hybrid position based in Portland, OR, with flexibility for some work from home. This role supports daily operations by coordinating calendars, scheduling meetings, and organizing internal and external communications. The Assistant will help maintain documentation, prepare reports, and track tasks related to customer onboarding, product demos, and operational processes. Responsibilities include handling email and phone correspondence, updating records in company systems, and assisting with basic data entry and research.

The Assistant will collaborate closely with leadership and cross-functional teams to ensure smooth workflows, timely follow-up on action items, and a well-organized office environment.

Qualifications

• Strong organizational and time management skills, with the ability to prioritize multiple tasks and meet deadlines.
• Proficiency with productivity tools such as Google Workspace or Microsoft Office (Docs/Word, Sheets/Excel, Slides/PowerPoint) for scheduling, documentation, and reporting.
• Solid written and verbal communication skills for drafting emails, notes, and internal updates, and for interacting with customers and team members.
• Comfort working with software platforms, CRMs, or web-based tools; ability to learn new systems quickly and maintain accurate data entry.
• Attention to detail and reliability in managing calendars, records, and follow-up tasks with minimal supervision.
• Ability to work collaboratively in a hybrid environment in Portland, OR, and maintain productivity when working remotely.
• Previous experience in an administrative, operations, or assistant role is preferred; experience in SaaS or small business environments is a plus.
• High level of professionalism, discretion, and customer‑centric mindset; interest in supporting growing businesses and learning about the moving industry.