Administrative & Customer Service Specialist (DV)

Position: Administrative & Customer Service Specialist
Overview

We are seeking a dedicated, full-time Administrative & Customer Service Specialist to support our growing home service business. This role combines customer service, administrative support, bookkeeping assistance, and operational coordination. The ideal candidate is proactive, detail-oriented, organized, and capable of taking ownership of tasks after onboarding.
Key Responsibilities
Customer Service & Administrative Support

- Answer inbound calls professionally and assist customers with inquiries.

- Schedule estimates, installations, and service appointments.

- Follow up with leads and maintain consistent communication.

- Keep Jobber and RepCard updated with accurate customer information and job statuses.

- Send invoices and manage general back-office administrative tasks.

- Support daily operations to ensure smooth workflow and customer satisfaction.

Financial & Cash Flow Support

- Assist with basic bookkeeping and accounting tasks.

- Track expenses and maintain financial records.

- Support Accounts Payable (AP) and Accounts Receivable (AR) processes.

- Assist with payroll-related administrative tasks.

- Send invoices promptly following completed installations.

- Follow up on outstanding invoices and collect deposits.

- Help maintain healthy cash flow through consistent follow-up and organization.

Systems & SOP Development

- Assist in creating, documenting, and improving Standard Operating Procedures (SOPs).

- Convert Loom recordings and process walkthroughs into:
- Written procedures

- Checklists

- Training materials

- Workflow documentation

- Help create structure, consistency, and operational efficiency across the business.

Qualifications

- Strong customer service and communication skills.

- Experience with administrative support, scheduling, and CRM management.

- Familiarity with Jobber, RepCard, or similar platforms is a plus.

- Basic bookkeeping, AP/AR, and payroll support experience preferred.

- Excellent organizational and time management skills.

- Strong attention to detail and ability to follow processes accurately.

- Ability to work independently and take ownership of responsibilities.

What We're Looking For

- A dedicated full-time team member, not a freelancer.

- Someone who can become a trusted extension of the business.

- Comfortable working U.S. business hours.

- Responsive, reliable, and proactive in identifying and solving problems.

- Open to regular check-ins and team huddles, especially during onboarding.

- Professional, trustworthy, and able to represent the company positively in all customer interactions.

Success in This Role

Success means creating a seamless customer experience, maintaining organized systems, supporting healthy cash flow, and helping the business operate more efficiently through strong administrative ownership and process improvement.

Originally posted on Himalayas