Administrative & Operations Support Specialist

21 hours ago

Mabalacat, Philippines Staff4Me Full time

Overview

We are seeking a detail oriented and dynamic Administrative & Operations Support Specialist to join the team. This role is perfect for someone who thrives in a fast-paced environment, enjoys wearing multiple hats, and is committed to delivering excellent customer service while keeping operations running smoothly.

Responsibilities
  • Administrative Support
    • Manage daily scheduling and coordinate with dispatch for service technicians
    • Manage calendar and email correspondence
    • Coordinate appointments, follow-ups, and confirmations
    • Send text reminders to clients for appointments etc.
    • Maintain accurate records and ensure smooth communication between teams
  • Customer Service
    • Serve as a friendly, professional point of contact for customers via phone, email, and chat
    • Handle inquiries, resolve issues, and provide timely updates to clients
  • Accounting Support
    • Assist with Accounts Receivable – invoice generation, payment posting, and follow-up on outstanding balances
    • Assist with Accounts Payable – processing vendor invoices and payments
    • Support Collections activities in coordination with management
    • If needed coordinate with CPA on daily work (bookkeeping if needed)
  • Operational Support
    • Jump in to support various operational tasks during peak periods or special projects
    • Collaborate closely with leadership to identify process improvements and help fill operational gaps
  • Qualifications
    • Proven experience in administration, customer service, and basic accounting tasks
    • Worked in HVAC, Electrician, plumbing or other trade related industry (Preferred)
    • Strong organizational skills and attention to detail
    • Proficiency with scheduling systems, Microsoft Office, and/or QuickBooks (preferred)
    • Excellent written and verbal communication skills in English
    • Ability to work independently and manage time effectively in a remote setting
    • Positive, team-oriented mindset with flexibility to adapt as needs change
Shift Schedule

Monday - Friday 8:00 a.m. - 6:00 p.m. CST

Be part of a growing, dynamic business that values your contributions

  • Work remotely while collaborating with a supportive team
  • Gain exposure to multiple aspects of business operations in the HVAC service industry
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