Admin Support - Aire‐Master of NE Florida

Job Description

Job Description

Role Summary

Aire‐Master provides odor control, commercial hygiene, and scent marketing services to businesses across Northeast Florida. We’re looking for a reliable, organized Administrative Support professional to keep our franchise running smoothly behind the scenes. This person maintains the administrative systems that allow the franchise to deliver exceptional odor control and commercial hygiene services.

This role blends customer service, scheduling, billing, inventory coordination, and general office management. The ideal candidate is organized, proactive, and comfortable working in a fast‐moving service environment.

Key Responsibilities

Administrative & Office Management

• Maintain organized digital and physical filing systems (customer files, service records, invoices, route sheets).
• Manage incoming calls, emails, and customer inquiries with professionalism and brand‐appropriate communication.
• Prepare daily paperwork for service technicians (route sheets, product pull sheets, special instructions).
• Track and update franchise documentation, compliance records, and vendor information.

Scheduling & Route Coordination

• Assist with building and adjusting service routes for technicians.
• Communicate schedule changes to customers and technicians.
• Monitor service frequency (monthly, bi‐weekly, weekly) and ensure customers stay on cycle.
• Coordinate special service requests, new customer onboarding, and seasonal adjustments.

Billing, Invoicing & Accounts

• Generate and send invoices after service completion.
• Process payments, record deposits, and maintain accurate A/R tracking.
• Follow up on overdue accounts with friendly, professional communication.
• Maintain customer pricing, service agreements, and contract documentation.

Inventory & Supply Coordination

• Track product levels (odor control cartridges, hand soap, cleaning supplies, dispensers).
• Prepare product orders for technicians based on route needs.
• Assist with vendor ordering and receiving shipments.
• Maintain organized stockroom and product rotation.

Customer Service & Communication

• Serve as the first point of contact for customer questions, concerns, and service requests.
• Provide knowledgeable support about Aire‐Master products, scent programs, and hygiene solutions.
• Document customer feedback and escalate issues when needed.
• Support customer retention through proactive communication and service reminders.

Reporting & Operational Support

• Run weekly and monthly reports (service completion, revenue, inventory usage).
• Assist with franchise marketing tasks (email campaigns, local outreach, social media updates).
• Support hiring, onboarding, and HR documentation as needed.
• Contribute to process improvements that enhance efficiency and customer satisfaction.

Aire‐Master provides odor control, commercial hygiene, and scent marketing services to businesses across Northeast Florida. We’re looking for a reliable, organized Administrative Support professional to keep our franchise running smoothly behind the scenes.

Company Description

Aire‐Master provides odor control, commercial hygiene, and scent marketing services to businesses across Northeast Florida. We’re looking for a reliable, organized Administrative Support professional to keep our franchise running smoothly behind the scenes.