Administrative & Operations Support Specialist

14 hours ago

Mandaluyong, Philippines CallTek Full time

Administrative & Operations Support Specialist

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.

Key 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; 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).
  • 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.
Requirements
  • Proven experience in administration, customer service, and basic accounting tasks.
  • Experience in HVAC, electrician, plumbing or other trade-related industries (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

Benefits
  • 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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