Customer Service & Operations Administrator
V
VirtuHireHVAC services
Workable workplace: remote; Workable locations: South Africa, Available to work US Central Time business hours from South Africa.Full-TimeMiddle
Salary not disclosed
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Job Details
- Languages
- Excellent spoken English
- Experience
- At least 3 years of experience in customer service, office administration, service coordination, or a similar role
- Required Skills
- Customer service
Requirements
- Have at least 3 years of experience in customer service, office administration, service coordination, or a similar role.
- Have experience handling phone calls from US customers.
- HVAC, home services, trades, or field service business experience is strongly preferred.
- ServiceTitan experience is a major advantage; experience with Housecall Pro, Jobber, FieldEdge, or similar job management systems is valuable.
- Have administrative experience with daily reporting, invoice reconciliation, recordkeeping, and accurate documentation.
- Be able to follow processes and manage paperwork; experience with manufacturer warranty claims or utility rebate applications is preferred.
- Be comfortable following up on estimates and running basic email marketing campaigns through a CRM.
- Have excellent spoken English and a warm, calm, professional telephone manner.
- Be highly organized, proactive, detail-oriented, and able to manage multiple tasks independently.
- Be available to work US Central Time business hours from South Africa.
- Have a quiet home workspace, reliable fibre internet, and backup power.
Responsibilities
- Handle inbound customer calls and live transfers from an AI booking assistant, and help 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, keeping operational information accurate and up to date.
- Reconcile invoices and follow up on outstanding administrative items.
- Process manufacturer warranty claims and submit utility rebate registrations with the required documentation.
- Follow up on outstanding estimates and assist with simple email marketing campaigns through the CRM.
- Monitor outstanding tasks and ensure customer requests, paperwork, and follow-ups are completed.
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