Customer Service & Operations Administrator | US Hours

Our client in the US is looking for an organised, customer-focused Office Administrator & Service Coordinator to manage the day-to-day front office operations of a growing HVAC business serving customers in the US.

You’ll be the first point of contact for customers, handling inbound calls, coordinating service appointments, managing job schedules, and keeping administrative processes running smoothly. You’ll also support invoicing, daily reporting, warranty claims, rebate registrations, and estimate follow-ups, helping ensure nothing falls through the cracks.

This is a hands-on role for someone who communicates confidently, takes ownership of their work, and can manage competing priorities in a busy service environment. You’ll work with a combination of phone calls, scheduling software, and administrative tasks, allowing the business owner to focus on running and growing the business.

Responsibilities

• Handle inbound customer calls and live transfers from an AI booking assistant, responding professionally and helping customers schedule service appointments.
• Schedule, coordinate, and manage service jobs using ServiceTitan or a similar field service management system.
• Maintain accurate job records, customer information, invoices, and administrative documentation.
• Prepare and submit daily reports on time, ensuring operational information is accurate and up to date.
• Reconcile invo