ScaleSource

Office Assistant / Operations Coordinator

ScaleSource

full-time

Posted on:

Location Type: Remote

Location: Mexico

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Salary

💰 $1,200 - $1,500 per month

About the role

  • Manage and coordinate daily front-office operations remotely.
  • Handle inbound calls, book jobs, coordinate technicians, manage permitting workflows, oversee invoicing accuracy, and maintain CRM systems.
  • 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
  • Coordinate technician calendars and route efficiency
  • Confirm appointments with customers
  • Adjust schedules based on cancellations or urgent calls
  • Communicate updates clearly with field technicians
  • 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
  • Prepare and issue invoices
  • Track payments and follow up on outstanding balances
  • Assist with basic reconciliation and reporting
  • Ensure accuracy in job costing documentation
  • Conduct post-service satisfaction follow-ups
  • Request reviews and referrals
  • Document feedback in CRM
  • Resolve minor service issues before escalation

Requirements

  • 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
  • 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.
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
office administrationoperations coordinationservice dispatchinbound call handlingscheduling softwareCRM systemsjob costing documentationreconciliationreportingdigital permit submission
Soft Skills
communication skillsattention to detailorganizational disciplineclient interactionproblem resolutioncustomer serviceprofessionalismadaptabilitytime managementteam collaboration