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Job Title: Client Coordinator & Admin Assistant
About the Company
Our client provides inspection and testing services.
Job Description
Our client is looking for a part-time Client Coordinator and Admin Assistant. You will turn incoming leads into booked inspections and keep the back office running smoothly. You will be the first voice clients hear by answering calls, explaining the process, preparing estimates, and following up until the job is done and paid.
Responsibilities of the role
- Respond quickly to incoming leads by phone and email and convert them into scheduled inspections.
- Answer inbound calls professionally, qualify each inquiry and book appointments.
- Explain services, the inspection process and next steps clearly so clients feel confident booking.
- Handle client questions, concerns and difficult situations with patience and good judgment, escalating when needed.
- Help train and onboard new team members on processes and tools as the team grows.
- Create accurate estimates based on client needs and pricing guidelines.
- Send follow-up emails to clients who received an estimate but have not booked yet.
- Review inspection information and files in Dropbox and Asana to keep every job moving.
- Send lab results to clients once they are available.
- Follow up on outstanding invoices and keep payment status up to date.
- Keep client records, notes and job status current in the customer relationship management system.
- Manage tasks and deadlines in Asana.
- Order and track office and field supplies.
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Required Experience and Qualifications
- 2+ years of experience in a client-facing role such as customer service, sales coordination, scheduling or admin support.
- Fluent, professional English with only a light accent and confidence on the phone with United States clients.
- Experience converting leads or booking appointments by phone and email.
- Hands-on experience with Google Workspace including Gmail, Drive, Docs, Sheets, and Calendar.
- Experience using a customer relationship management system to track leads and clients.
- Reliable computer, stable internet and a quiet workspace.
Preferred Skills
- Background in inspections, home services, construction, real estate or environmental testing.
- Experience preparing estimates or quotes.
- Experience following up on invoices or accounts receivable.
- Experience training or onboarding coworkers.
Personality
