Office Coordinator (Booking, Admin, and Customer Service)

About us

At Spots Carpet Cleaning, we're a small company serving the Lower Mainland with professional carpet and upholstery cleaning services. We are really proud of our reputation that we've built over the past few years. With hundreds of 5-star reviews and local awards in our community, we put a lot of tension on working hard for our clients, delivering on our promises, and offering honest advice.

About the role

We are growing quickly and are looking to bring on the next key team member to help with booking, incoming calls, and general administrative tasks. You would be working directly with the General Manager/Owner.

This is a front-office role. You’ll answer calls, texts, and emails from homeowners, property managers, office managers, etc. With training, you are expected to answer basic questions about our services, offer pricing, both over the phone and written quotes, and book approved jobs in our schedule. This will involve having a clear understanding of the schedule, timelines on jobs, and effective routing to minimize drive time.

You’ll also follow up with people who haven’t booked yet, check in with past customers, and keep the office running day to day. This role will support the Technicians doing the work. This might be passing along messages to clients about their ETA, updating job notes, and other basic tasks.

Since we are a young company, we expect this role to evolve over time, and hope you feel excited about contributing to new systems, adapting to change, and taking on new challenges.

We are open to working with your strengths, even if some of the attributes listed below might not suit you perfectly. The biggest thing we are looking for is for someone with a can-do attitude, excited to speak with new people everyday, and have a genuine care for the success of the team.

We are looking for a Tuesday-Saturday shift (9AM-5:00PM)



but can work around a Monday-Friday for the right fit.

Responsibilities

- Answer and return inbound calls, texts, and emails, including missed calls
- Asking clarifying questions to better understand the client's needs (rooms, stairs, hallways, pets)
- Give pricing for standard homes and send formal quotes through Jobber
- Follow up on open quotes
- Book approved jobs with correct arrival windows and ETAs
- Share upcoming availability and explain booking lead times
- Answer common questions about dry time, service area, equipment, and stains, and setting clear, upfront expectations on what we can and can't do
- Dispatching higher ticket jobs or unique calls to the General Manager
- Relay day-of changes to technicians, such as late arrivals and access codes
- Keep office records: enter crew hours from Jobber, update a job costing spreadsheets, track callbacks, time off, etc
- Managing basic administrative documents (insurance, licenses, direct deposit slips, etc.)
- Assist with invoicing overviews (our system handles most invoicing)

Key attributes

- Warm and patient, and genuinely enjoys talking with people on the phone
- Writes proffesional, friendly texts and emails in their own words
- Comfortable with scheduling software and a simple spreadsheets
- Honest and transparent communication: able to tell a customer when we’re not the right fit or be firm on our systems and procedures, setting our team up for success
- Detail-oriented
- Organized and reliable
- Excited to take on new challenges
- Willing to take constructive feedback
- Takes initiative on new tasks

Since you've made it this far, I'd love to hear more about you. To apply, please send me a quick email to [email protected] with a 3-4 sentence introduction about yourself and why you think you would be a good fit for this position. - Dave H.

Pay: $50,000.00-$60,000.00 per year

Benefits

- Casual dress
- Paid time off

Language:
- English (required)

Work Location: In person

📌 Office Coordinator - Booking and Customer Service (Surrey)
🏢 Spots Carpet Cleaning
📍 Surrey