Administrative Assistant / Customer Service Representative

Job Description

Job Description

Administrative Assistant / Customer Service Representative

Job Type: Full-Time
Experience Required: 1–2 years of office or administrative experience

Position Summary

We are seeking a dependable, organized, and customer-focused Administrative Assistant / Customer Service Representative to join our team. This position plays an important role in supporting daily office operations while providing excellent service to our customers.

The ideal candidate is professional, detail-oriented, comfortable managing multiple priorities, and able to communicate effectively with customers, technicians, and management. This position will be responsible for scheduling pest control services, coordinating technician routes, maintaining customer records, processing payments, managing office correspondence, and ensuring administrative tasks are completed accurately and on time.

Essential Duties and Responsibilities

• Provide professional and friendly customer service in person, by phone, and through email.
• Answer incoming telephone calls, respond to customer inquiries, and direct questions to the appropriate team member.
• Schedule and coordinate pest control services for technicians.
• Optimize technician routes for efficiency and productivity and ensure daily schedules are accurately reflected on the company calendar.
• Maintain accurate records of service appointments, technician availability, customer information, and work orders.
• Develop and maintain proficiency with the company's pest control scheduling software to manage schedules, work orders, customer records, and daily operations.
• Confirm that technicians have completed their daily work orders and follow up on outstanding items as needed.
• Process service requests and work orders received by telephone, email, fax, or from other employees.
• Prepare and send proposals to General Managers for review and approval.
• Create and maintain professional email correspondence consistent with company standards.
• Establish and maintain accurate customer profiles and company records.
• Resolve customer concerns and assist with service requests, invoicing questions, and other account-related issues.
• Inform customers of pricing, service dates, anticipated delays, and other relevant service information.
• Prepare receipts, service documents, sales orders, and work orders.
• Process credit card payments, checks, ACH payments, and other transactions accurately.
• Ensure ACH payments are properly deposited into the business bank account and recorded in the company system.
• Contact customers regarding unpaid invoices and past-due account balances in a professional manner.
• Complete accurate company-required recordkeeping and filing.
• Ensure timely and accurate submission of monthly chemical usage reports to the county.
• Maintain office inventory and notify management when supplies need to be reordered.
• Assist coworkers and management with general administrative and clerical duties.
• Maintain confidentiality when handling customer, employee, financial, and company information.
• Perform other duties and responsibilities as assigned.

Minimum Qualifications

• High school diploma or GED required.
• 1–2 years of office, administrative, customer service, or related experience required.
• Previous experience working with the general public or in a customer service role preferred.
• Cashier or payment-processing experience is a plus.
• Strong computer and internet skills.
• Proficiency with Microsoft Word, Excel, and Outlook.
• Ability to learn and effectively use scheduling and business software.
• Strong verbal and written communication skills.
• Excellent customer service and relationship-building skills.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to multitask and prioritize responsibilities in a fast-paced office environment.
• Ability to exercise sound judgment and solve problems independently.
• Ability to work effectively as part of a team and take direction from management.
• Ability to handle confidential and sensitive information appropriately.
• Ability to read and understand procedure manuals, work instructions, and software documentation.
• Ability to prepare routine reports and professional correspondence.
• Basic math skills and ability to accurately process payments and financial transactions.

What We're Looking For

The successful candidate will be someone who:

• Is dependable, punctual, and professional.
• Has excellent attention to detail.
• Enjoys helping customers and creating positive customer experiences.
• Can stay organized while managing multiple tasks and changing priorities.
• Communicates clearly and professionally.
• Is comfortable working independently while also being a team player.
• Learns new software and processes quickly.
• Takes initiative and follows through on responsibilities.

Why Join Our Team?

This is an excellent opportunity for an organized and customer-focused professional who enjoys a variety of responsibilities and wants to be an important part of a growing team. The Administrative Assistant / Customer Service Representative will have a direct impact on customer satisfaction and the efficiency of our daily operations.