Office Operations Specialist

Office Operations Specialist:
Scheduling, Systems & Service

Tired of Being a Gear in a Corporate Machine?

Most office jobs keep you stuck doing repetitive work with zero input, zero appreciation, and no authority to make things better. At City Appliance
, we believe the person running the front desk isn't just an answerer of phones—they are the control center of the entire company.

We are a fast-growing, local service provider looking for a sharp, self-driven Office Operations Specialist to take control of our daily dispatch, streamline our parts tracking, and help build our operational playbook.

You won't be micromanaged here. You will learn our established systems in Housecall Pro
, master the daily rhythm, and then be empowered to refine our processes, create reference guides, and optimize how our business runs.

• High Autonomy: Direct access to the owner. If you spot a bottleneck and have a solution, you have the green light to implement it.
• Growth Path: As our fleet expands, this role is designed to evolve into our Lead Operations Manager.
• Predictable
  
  Schedule:
  
  Monday through Friday. No nights, no weekends, no corporate bureaucracy.

• Base Pay + Performance Upside: Competitive hourly rate plus direct commission on same-day service fee sales and monthly operational performance bonuses.
• Empowered Decision Making: Full authority to manage the schedule, enforce dispatch policies, and control customer flow.
• Tools & Systems: Built on modern platforms (Housecall Pro) to minimize manual paperwork and maximize speed.

You are the rare combination of organized, firm, and genuinely warm.

• The Warm Enforcer: You speak with empathy to a customer whose fridge just went out, but you hold the line on scheduling policy. You know how to confidently offer and close our premium Same-Day dispatch fee when a customer needs immediate service.
• The System Builder: You hate answering the same question twice. When you spot a repetitive issue, you naturally build a checklist, reference guide, or cheat sheet to solve it permanently.
• The Relentless Follow-Through: You take pride in tracking down missing parts, following up with distributors, ensuring warranty claims are paid on time, and keeping the schedule full and efficient.
• Multi-Hat Adaptability: You enjoy shifting smoothly between phone calls, invoicing, parts log updates, and customer billing.

• Dispatch & Scheduling: Manage daily routes in Housecall Pro, maximizing tech efficiency while maintaining customer satisfaction.
• Customer Relations: Handle inbound service requests, convert urgency into same-day fee bookings, and set clear expectations on arrival windows.
• Parts Operations: Log incoming parts, match orders to open jobs, and immediately schedule return installation visits upon delivery.
• Financial Administration: Process daily invoices, manage accounts receivable, and submit/track manufacturer warranty claims for quick payout.
• SOP Creation: Document daily workflows into a standardized operational playbook as the business scales.

• 2+ years of high-volume office administration, dispatch, or customer service experience (home services trade experience is a major plus).
• Proficiency with modern cloud-based CRM/scheduling platforms (Housecall Pro, Jobber, or Service Titan).
• Exceptional communication skills—warm tone over the phone paired with decisive boundary-setting.
• Clear track record of organizational skill and self-directed problem-solving.