Remote Service Administrative Assistant

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Job Title: Remote Service Administrative Assistant (100% Work From Home)

Location: Remote from Latin America

Position Type: Full-time

Salary: $1,000 - 1,200 USD/month depending on experience

Schedule: Monday to Friday, 7:00am - 4:00pm Pacific Time

Job Overview

Our client offers a comprehensive range of plumbing services. With years of industry experience, the company has built a solid reputation for reliability, quality service, and fair pricing. Specializing in both residential and commercial projects, they are committed to delivering exceptional service and exceeding customer expectations. As the company continues to grow, it remains dedicated to its humble roots and the pursuit of innovative solutions.

We are seeking a highly organized and detail-oriented Service Administrative Assistant to join our client's team. This role will be crucial in ensuring smooth daily operations, efficient client communication, and accurate data management.

Responsibilities:

• Conduct intake calls, gathering comprehensive information from customers regarding their requests and requirements.
• Schedule jobs using Google Calendar and the Jobber system, maintaining communication with property managers as necessary.
• Procure necessary materials for jobs through an established network of vendors.
• This is a shared responsibility with the Service Manager at times the Service Assistant will help source material and equipment along with placing orders
• Coordinate and schedule jobs in collaboration with property managers.
• This is a shared responsibility with the Service Manager. It’s assumed that the Service Assistant would be communicating with the property managers after reviewing the details and logistics with the Service Manager
• Review work orders for accuracy in billing and ensure all relevant notes are included.
• Verify service team time cards weekly to ensure accurate billing and labor hours.
• Review vendor invoices and allocate associated costs to the correct job.
• Coordinate daily assignments, tasks, and routes for shop personnel.
• This is a shared responsibility with the Service Manager. It’s assumed that the Service Assistant would be doing the calendar events after reviewing the details and logistics with the Service Manager
• Monitor accounts receivable and follow up on outstanding invoices.
• Review, order, or arrange repairs for tools required by service technicians and new construction projects.
• This is a shared responsibility with the Service Manager. It’s assumed that the Service Assistant would be scheduling repairs or ordering tools after reviewing the details and logistics with the Service Manager
• Follow up on and schedule service requests via email.
• Handle customer complaints and work toward an acceptable resolution.
• Service Assistant would be the first point of contact for customer resolution with escalating problems going to the Service Manager
• Create quotes for plumbing services and perform job walks to gather necessary information.
• This is a shared responsibility with the Service Manager. The Service Assistant creates the proposal after the Service Manager has done the job walk

Qualifications, Skills and Key Competencies:

• Strong organizational and multitasking skills.
• Experience with Google Calendar and Jobber system for scheduling.
• Knowledge of billing processes, work order management, and vendor invoice review.
• Proficiency in procurement, inventory management, and vendor coordination.
• Background in dispatching, service coordination, and construction or plumbing preferred.
• Excellent customer service and conflict resolution skills.
• Strong attention to detail for accuracy in documentation and financial tracking.
• Effective communication skills for working with property managers, vendors, and service teams.
• Ability to analyze costs, manage invoices, and track accounts receivable.
• Experience in creating plumbing quotes preferable.

Benefits:

• Paid US holidays and holidays from your country of origin.
• Paid vacation time.