Office Administrator

Office Administrator

Tailor Made Pest & Wildlife is a locally owned, growing company providing pest-control and wildlife-management solutions throughout Louisville and the surrounding area. We solve real problems, protect homes and businesses, and build long-term customer relationships. Our office team connects customers with the right services, supports our technicians, and keeps daily operations organized.

We are seeking a dependable, organized, and sales-minded Office Administrator to manage customer communication, phone sales, lead follow-up, scheduling, dispatching, payments, accurate data entry, and daily operational support. This person will be one of the primary points of contact for our customers and field technicians and must be comfortable working in a busy environment where schedules and priorities can change throughout the day.

Tailor Made operates 24 hours a day, seven days a week. This is a full-time position with an assigned schedule that may fluctuate depending on business and coverage needs. Shifts may include days, evenings, weekends, and holidays. Employees are not expected to work around the clock, but schedule flexibility and dependable attendance are essential.

Customer Service, Sales, and Lead Follow-Up

The Office Administrator will answer incoming calls, texts, emails, web inquiries promptly and professionally, while also making outbound calls. This person will listen to each customer's concerns, explain our services, discuss pricing, address reasonable objections, and ask for the sale. This is an active phone-sales position, not simply an order-taking or message-taking role.

The Office Administrator will be responsible for converting qualified leads into scheduled services and consistently following up with customers who have not yet made a decision. This includes responding to new leads, returning missed calls, contacting customers with open estimates, and following up on unsold opportunities through phone calls, texts, and other approved communication methods. The successful candidate must be confident speaking with customers, comfortable asking for their business, and motivated to meet established sales and lead-conversion expectations.

Scheduling, Dispatching, and Route Monitoring

The Office Administrator will schedule pest-control and wildlife-service appointments, build practical technician routes, and actively monitor those routes throughout the day. This person must be comfortable tracking technician progress, reviewing job statuses, identifying delays or openings, and making scheduling adjustments as conditions change.

The Office Administrator will communicate with technicians about job updates, help keep routes productive, contact customers when appointment times change, and work with management to fill schedule openings or resolve routing problems. This person must be able to recognize when a route is falling behind and take prompt, professional action while continuing to manage other customer and office responsibilities.

At the end of each assigned shift, outstanding calls, leads, scheduling issues, and customer needs must either be completed or clearly handed off to the next employee or manager.

Accurate Data Entry and Recordkeeping

Accurate data entry is a critical responsibility of this position. The Office Administrator will enter and update customer contact information, service addresses, appointment details, technician notes, estimates, lead statuses, payment information, and follow-up activity in the company's systems.

Information must be entered completely, accurately, and promptly so customers, technicians, and managers have reliable information. The Office Administrator will be expected to review entries for errors, avoid duplicate or incomplete records, and correct inaccurate information when identified. Strong attention to detail is essential because data-entry errors can cause missed appointments, routing problems, billing issues, lost sales, and poor customer experiences.

Customer Accounts and Payments

The Office Administrator will process customer payments, help customers update payment information, and professionally follow up on past-due balances. This person will maintain accurate billing, service, and account records while protecting confidential customer and payment information.

Operations Support

The Office Administrator will support field technicians by answering questions, supplying accurate job information, monitoring job queues, and coordinating with office and field employees to resolve service issues. Urgent customer, safety, staffing, or operational concerns must be promptly escalated to management.

Qualifications

A strong candidate will have excellent phone, listening, and written communication skills. This person must be able to remain calm and professional with frustrated customers, manage several competing priorities, maintain accurate records, and follow through on commitments.

Candidates must be comfortable selling over the phone, following up consistently and professionally with leads, discussing pricing and payments, and asking customers to schedule service. They must also be comfortable monitoring technician routes throughout the day and responding to delays, openings, and other changes as they occur.

Strong computer skills, accurate typing, attention to detail, and the ability to learn new software are essential. Previous experience in customer service, office administration, phone sales, scheduling, dispatching, collections, data entry, or route-based service operations is preferred.

The Office Administrator will use systems such as FieldRoutes, Pest AI, Baton, email and texting platforms, and lead sources such as Thumbtack and Yelp. Experience with these specific systems is helpful but not required.

Performance Expectations

Success in this position includes responding promptly to customer inquiries, converting qualified leads into scheduled work, consistently following up on unsold opportunities, and maintaining complete and accurate CRM records. It also includes monitoring technician routes throughout the day, keeping schedules productive, responding to route changes, communicating clearly with customers and employees, and handling payment conversations professionally.

The Office Administrator will be expected to balance accuracy with the speed required in a busy office environment. Assigned work must be completed or properly handed off before the end of each scheduled shift.

Compensation and Benefits

This position starts at $17 per hour and includes sales commission opportunities under the company's applicable commission plan. Tailor Made also offers a SIMPLE IRA retirement plan, supplemental health benefits, paid holidays, and paid time off, subject to company eligibility requirements and current policies.

Growth Opportunities

Employees who demonstrate dependable performance, strong sales results, accurate work, good customer judgment, and operational ability may be considered for advancement into senior office administration, operations coordination, office management, inside sales, or other leadership positions.

Apply

Please submit an application describing your relevant office, customer service, phone sales, scheduling, dispatching, data-entry, or route-monitoring experience. Selected applicants should be prepared to answer job-related questions and complete practical exercises involving customer communication, sales, lead follow-up, scheduling, data entry, and prioritization.

Tailor Made Pest & Wildlife considers qualified applicants based on job-related experience and ability. Reasonable accommodations may be available for qualified applicants and employees.