Virtual Administrative & Dispatch Coordinator (Home Services) - 63925896602

Monitor incoming client emails, messages, and other communication throughout the workday.

Maintain a goal of responding to client inquiries within one hour or less during business hours.

Answer incoming client phone calls professionally and warmly.

Gather necessary information from prospective and existing clients.

Schedule appointments for sales representatives while considering availability, location, routing, and urgency.

Communicate appointment information, changes, cancellations, and other updates to clients and team members.

Follow up on outstanding client questions or requests to ensure issues are resolved.

Provide a consistently professional and helpful client experience that reflects the brand.

Provide day-to-day administrative support to sales arborists and field staff.

Assist with scheduling, client communication, appointment changes, and information gathering.

Help resolve administrative issues that could prevent field staff from serving a client efficiently.

Monitor open items and proactively follow up when information or action is still needed.

Serve as a dependable point of contact between clients, field staff, and internal management.

Anticipate needs whenever possible rather than waiting to be asked.

Enter and maintain accurate client, lead, appointment, and job information in the company's CRM.

Review records for missing or incomplete information and follow up as needed.

Maintain organized electronic files and documentation using Google Workspace (Gmail, Calendar, Drive, Docs, Sheets).

Help create and maintain administrative processes, trackers, calendars, and other organizational tools.

Assist leadership with miscellaneous projects and one-time administrative needs.

Identify recurring problems or inefficiencies and suggest ways to improve processes.

Maintain organized employee and candidate documentation while protecting confidential information.

Help ensure new employees have a professional and organized onboarding experience.

Coordinate flights, hotels, rental vehicles, and other travel arrangements for training, conferences, or out-of-town jobs as needed.

Prepare and communicate travel itineraries and necessary details to employees.

Assist leadership with occasional special projects and administrative assignments.

Research vendors, services, or information when requested.

Previous administrative, customer service, office coordination, scheduling, or similar experience.

Strong proficiency with Google Workspace (Gmail, Google Calendar, Google Drive, Docs, Sheets).

Experience working with a CRM or customer management system.

Strong written and verbal communication skills across phone, email, and text.

Ability to learn new software and systems quickly.

Ability to manage multiple priorities in a fast-moving environment.

Reliable internet connection and a quiet remote working environment.

Availability to join video meetings (Google Meet) promptly during business hours.

Experience supporting a sales or service-based organization.

Experience with appointment scheduling or dispatching.

Experience making business travel arrangements.

Previous experience working successfully in a remote role.