Office Operations Specialist

Job Description

Job Description

Benefits:

• Bonus based on performance
• Opportunity for advancement
• Paid time off

Office Operations Specialist: Scheduling, Systems & Service Tired of Being a Gear in a Corporate Machine?

Most office jobs keep you stuck doing repetitive work with zero input, zero appreciation, and no authority to make things better. At City Appliance , we believe the person running the front desk isn't just an answerer of phones—they are the control center of the entire company.

We are a fast-growing, local service provider looking for a sharp, self-driven Office Operations Specialist to take control of our daily dispatch, streamline our parts tracking, and help build our operational playbook.

High Ownership & Direct Impact

You won't be micromanaged here. You will learn our established systems in Housecall Pro , master the daily rhythm, and then be empowered to refine our processes, create reference guides, and optimize how our business runs.

• High Autonomy: Direct access to the owner. If you spot a bottleneck and have a solution, you have the green light to implement it.

• Growth Path: As our fleet expands, this role is designed to evolve into our Lead Operations Manager.

• Predictable Schedule: Monday through Friday. No nights, no weekends, no corporate bureaucracy.

The Offer & Perks

• Base Pay + Performance Upside: Competitive hourly rate plus direct commission on same-day service fee sales and monthly operational performance bonuses.

• Empowered Decision Making: Full authority to manage the schedule, enforce dispatch policies, and control customer flow.

• Tools & Systems: Built on modern platforms (Housecall Pro) to minimize manual paperwork and maximize speed.

Who You Are

You are the rare combination of organized, firm, and genuinely warm.

• The Warm Enforcer: You speak with empathy to a customer whose fridge just went out, but you hold the line on scheduling policy. You know how to confidently offer and close our premium Same-Day dispatch fee when a customer needs immediate service.

• The System Builder: You hate answering the same question twice. When you spot a repetitive issue, you naturally build a checklist, reference guide, or cheat sheet to solve it permanently.

• The Relentless Follow-Through: You take pride in tracking down missing parts, following up with distributors, ensuring warranty claims are paid on time, and keeping the schedule full and efficient.

• Multi-Hat Adaptability: You enjoy shifting smoothly between phone calls, invoicing, parts log updates, and customer billing.

Key Responsibilities

• Dispatch & Scheduling: Manage daily routes in Housecall Pro, maximizing tech efficiency while maintaining customer satisfaction.

• Customer Relations: Handle inbound service requests, convert urgency into same-day fee bookings, and set clear expectations on arrival windows.

• Parts Operations: Log incoming parts, match orders to open jobs, and immediately schedule return installation visits upon delivery.

• Financial Administration: Process daily invoices, manage accounts receivable, and submit/track manufacturer warranty claims for quick payout.

• SOP Creation: Document daily workflows into a standardized operational playbook as the business scales.

Qualifications

• 2+ years of high-volume office administration, dispatch, or customer service experience (home services trade experience is a major plus).

• Proficiency with modern cloud-based CRM/scheduling platforms (Housecall Pro, Jobber, or ServiceTitan).

• Exceptional communication skills—warm tone over the phone paired with decisive boundary-setting.

• Clear track record of organizational skill and self-directed problem-solving.