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