Admin Assistant - 64456776267

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Role: Admin Assistant

Priority Location: Latin America and South Africa

Working Hours: 9am - 5pm (Mon - Fri) EST

Salary Range: $1,500 - $2,000 USD ($) per month (The final offer is at the client’s discretion and depends on the candidate’s interview result, skills, and experience.)

Type of contract: Independent Contractor 

Type of job: Remote

About Role:

You will be the vital link connecting our customers, field technicians, and internal team to deliver exceptional service every day. In this impactful and dynamic role, you’ll own the entire repair workflow—mastering cutting-edge tools like Jobber and Notion to orchestrate seamless schedules, empower field technicians, and elevate the client experience. 

If you are a proactive problem-solver who thrives on ownership, loves bringing order to fast-paced operations, and wants to build a long-term career with a rapidly growing, specialized industry leader, this is your chance to make a tangible impact from day one!

Key Responsibilities:

Customer Communication & Service

• Serve as the primary administrative contact for repair inquiries, responding promptly via phone and email.


• Collect and accurately document customer job details, repair requirements, and approval requests.


• Communicate scheduling, pricing, and next steps clearly, keeping customers updated throughout the repair lifecycle.


• Maintain the client’s high service standards and professional reputation in every customer interaction.

Scheduling & Field Operations Coordination

• Manage and maintain an organized repair calendar, balancing technician availability with customer needs.


• Provide field technicians with all necessary job details prior to site visits to eliminate administrative bottlenecks.


• Proactively communicate and manage schedule updates or changes to prevent conflicts and missed appointments.


• Track post-visit administrative actions, follow-ups, and open jobs to ensure no tasks fall through the cracks.

Pricing, Records & Jobber Management

• Communicate standard repair pricing and collect customer approvals according to company processes.


• Serve as the primary user of Jobber to manage customer records, job statuses, schedules, and communication logs.


• Ensure accurate, real-time data entry so field technicians and internal teams have access to reliable information.


• Monitor active jobs through the internal workflow from initial intake to final administrative sign-off.

Process Adherence & System Improvement

• Follow established SOPs and repair workflows documented in Notion.


• Build working knowledge of the company’s services and industry terminology.


• Maintain structured digital documentation while identifying workflow improvements as the business grows.


• Help formalize administrative procedures to support the ongoing departmentalization of the repairs division.

Qualifications & Skills:

Required 

• Background in administration, customer service, scheduling, operations support, or service coordination.


• Native or near-native fluency in written and spoken English, with professional phone etiquette and customer service skills.


• High attention to detail with strong organizational and multi-tasking abilities.


• Precise calendar management, appointment coordination, and follow-through.


• Experience communicating effectively with both clients and remote field staff.


• Self-starter capable of working independently in a remote environment without constant supervision.


• Strong sense of accountability and proactive problem-solving skills.


• Good computer literacy with the ability to learn new software, workflows, and specialized industry terminology quickly.

Preferred 

• Prior administrative support in field-service or home-service industries (e.g., landscaping, water features, home improvement, construction, HVAC, plumbing, electrical, or repair services).


• Familiarity with Jobber or similar field-service management, CRM, and scheduling platforms.

Tech Stack:

The company currently uses:

• Jobber — Primary operational system for jobs, customers, and scheduling.


• Notion — SOPs, processes, and internal documentation.


• Dialpad — Phone communication.


• Gmail — Email communication.

The successful candidate should be highly comfortable working with technology and able to learn new systems quickly.

Ideal Candidate:

• Highly Organized - You are comfortable keeping track of customers, appointments, jobs, follow-ups, and outstanding actions simultaneously.


• Excellent Communicator - You communicate clearly and professionally with customers, technicians, and internal team members.


• Proactive -You don't simply wait to be told what to do. You identify outstanding items and follow through.


• Detail-Oriented - Customer information, scheduling, pricing communication, and job records need to be accurate.


• Customer-Focused - You understand that administrative interactions contribute directly to the overall customer experience.


• Adaptable - The company  is growing quickly and actively building greater structure around its departments. You are comfortable operating in an environment where processes may continue to develop.


• Long-Term Mindset - The pond industry is specialized and takes time to learn. The company wants someone who is interested in learning the business deeply and becoming a long-term member of the team.