In search of operations and customer service rep for home maintenance repair company

🧑‍💼 Administrative Operations Coordinator (Property Maintenance Company) Role Type: Full-Time / Long-Term Work Environment: Remote Industry: Property Maintenance, Turnovers, Renovations, Painting 📌 ROLE OVERVIEW We are a fast-growing property maintenance and turnover company serving property managers, investors, and asset owners across the Carolinas. We are looking for a highly organized Administrative Operations Coordinator to support our daily workflow — specifically job intake, dispatching, tenant communication, and vendor coordination. You will be the central communication hub between: ✔ Property managers ✔ Tenants ✔ Subcontractors ✔ Internal management Your job is to ensure smooth scheduling, accurate job setup, and reliable follow-through from start to finish. 📌 CORE RESPONSIBILITIES 1. Work Order Intake & Scheduling Monitor company inboxes (Gmail / shared inbox). Read incoming work order emails and enter them into Housecall Pro. Extract and input all key details: issue type, address, tenant info, instructions, photos, deadlines. Call tenants to schedule access windows. Confirm scheduling with vendors. 2. Vendor Dispatch (via WhatsApp) Send work orders to subcontractors using the company dispatch template. Track vendor responses and confirm acceptance. Follow up if no response within 10–15 minutes. Monitor job progress, ETA updates, and completion confirmations. 3. Tenant / Client Communication Answer inbound calls from tenants and property managers. Return missed calls promptly. Provide status updates, ETA windows, and job confirmations. Use professional, courteous, and concise communication at all times. 4. Job Documentation & Quality Control Ensure vendors send before/after photos + descriptions. Upload documentation to Housecall Pro. Check for incomplete information and follow up immediately for corrections. 5. Admin & Operations Support Update spreadsheets, trackers, and SOP checklists. Assist with invoice accuracy (not finance — just basic checks). Maintain internal task list, follow-ups, and reminders. Work closely with management to streamline workflows. 📌 REQUIRED SKILLS & EXPERIENCE Strong English communication (written & verbal). Experience with Housecall Pro OR similar platforms (ServiceTitan, Jobber, Workiz). Strong phone presence — friendly, organized, calm under pressure. Ability to multitask across calls, messages, and emails. Fast and accurate data entry. Experience in maintenance, property management, or scheduling preferred. Must be reliable, punctual, and consistent. 📌 SYSTEMS YOU WILL USE (Training Provided) Housecall Pro Go High Level (GHL) WhatsApp Business Google Workspace (Gmail, Sheets, Drive) SmrtPhone Internal SOPs and scripts 📌 PERFORMANCE EXPECTATIONS Fast response times (no waiting long for updates). Accurate job entry — zero missing details. Strong follow-up with tenants and vendors. Keeping jobs moving without management intervention. Clear and consistent documentation. 📌 HOURS Monday–Friday 830 AM – 5PM Eastern Time (We can discuss part-time speeds during onboarding.) 📌 WHAT WE’RE LOOKING FOR We want someone who: Thinks like an operator Is proactive, not reactive Wants a long-term stable role Takes pride in being the “critical link” in daily operations If you enjoy coordination, communication, organization — this role is for you.