Office Assistant / Operations Coordinator (Remote)

Job Description

Remote Office Assistant / Operations Coordinator

Company: (HVAC & Air Duct Cleaning Franchise)
Location: Fully Remote (Global)
Compensation: $1,200 – $1,500 USD per month
Employment Type: Full-Time (PST;CST;EST)

Opportunity

Looking to build a long-term remote operations career supporting a growing U.S. home services franchise?

At ScaleSource, we connect top global talent with established U.S. franchise brands. Our Remote Office Assistants become core operational partners, not just virtual assistants.

This role offers:

• Stable, full-time remote work paid in USD
• Direct exposure to U.S. home service operations
• High-impact role supporting daily revenue execution
• Long-term operational career growth

About the Company

The company is a leading HVAC and air duct cleaning franchise serving residential and commercial customers across the United States.

Each franchise location depends on efficient front-office coordination to manage inbound calls, technician scheduling, compliance documentation, invoicing, and customer communication. Operational precision directly impacts revenue, customer satisfaction, and technician productivity.

About the Role

This role exists to manage and coordinate daily front-office operations remotely.

You will handle inbound calls, book jobs, coordinate technicians, manage permitting workflows, oversee invoicing accuracy, and maintain CRM systems.

What You’ll Do

Inbound Call Handling & Booking

• Answer inbound customer calls professionally and promptly
• Qualify service requests and book jobs accurately
• Input all job details into CRM systems
• Ensure all customer data is complete and organized

Scheduling & Dispatch Coordination

• Coordinate technician calendars and route efficiency
• Confirm appointments with customers
• Adjust schedules based on cancellations or urgent calls
• Communicate updates clearly with field technicians

Digital Permitting & Compliance Management

• Submit and track digital permits where required
• Ensure documentation is complete and compliant
• Maintain organized digital records
• Follow up with municipalities or portals as needed

Financial Administration & Invoicing

• Prepare and issue invoices
• Track payments and follow up on outstanding balances
• Assist with basic reconciliation and reporting
• Ensure accuracy in job costing documentation

Customer Experience & Post-Service Follow-Up

• Conduct post-service satisfaction follow-ups
• Request reviews and referrals
• Document feedback in CRM
• Resolve minor service issues before escalation

What You Bring

Required Experience

• Strong English communication skills (spoken and written)
• 2+ years in office administration, operations coordination, or service dispatch
• Experience handling high-volume inbound calls
• Experience with scheduling software or CRM systems
• High attention to detail and organizational discipline
• Ability to overlap with U.S. business hours

Nice-to-Have (Strong Plus)

• Experience in home services (HVAC, plumbing, restoration, cleaning)
• Experience with QuickBooks or service-based invoicing
• CRM experience (ServiceTitan, HubSpot, Zoho, Salesforce)
• Experience with permitting systems or municipal portals

Requirements

• Professional and quiet remote work setup (PC) with reliable high-speed internet.
• Strong Zoom presence and polished communication skills.
• Ability to balance client interactions with administrative responsibilities.
• Submission of an introductory video is required as part of the hiring process.