The Company is a leading electrical services franchise operating across the United States. Each location serves residential customers with a strong emphasis on professionalism, punctuality, and high-quality service. Franchise success depends heavily on efficient scheduling, excellent customer communication, technician productivity, and operational visibility. This role exists to strengthen those systems. What You’ll Do Call Handling & Customer Communication Answer inbound calls professionally and promptly Use approved greetings and scripts Schedule service calls and inspections Confirm appointments and communicate updates Maintain high customer experience standards Answer inbound calls professionally and promptly Use approved greetings and scripts Schedule service calls and inspections Confirm appointments and communicate updates Maintain high customer experience standards Scheduling & Dispatch Coordination Compile and manage daily call runs Support dispatch coordination and routing Fill schedule gaps when cancellations occur Notify customers proactively of changes Ensure technician utilization remains high Compile and manage daily call runs Support dispatch coordination and routing Fill schedule gaps when cancellations occur Notify customers proactively of changes Ensure technician utilization remains high Revenue & Performance Tracking Track daily sales averages Monitor closing ratios Maintain accurate CRM records Update operational dashboards Support reporting visibility Track daily sales averages Monitor closing ratios Maintain accurate CRM records Update operational dashboards Support reporting visibility Membership & Agreement Management Track service agreement renewals Schedule maintenance appointments Follow up with membership clients Protect recurring revenue streams Track service agreement renewals Schedule maintenance appointments Follow up with membership clients Protect recurring revenue streams Administrative & Accounting Support Assist with invoicing coordination Support payment tracking Maintain organized digital records Assist with reporting and operational tasks Assist with invoicing coordination Support payment tracking Maintain organized digital records Assist with reporting and operational tasks Ideal Candidate Profile Communicates clearly and confidently on the phone Keeps schedules organized and optimized Notices small details before they become problems Works proactively instead of waiting for direction Enjoys keeping systems clean and organized Takes ownership of daily operational success
Office Assistant - (Customer Service & Admin) - U.S. Swim School
Location
United States + 1 moreAll locations: United States, United Arab Emirates
Posted
4 days ago
Salary
Not specified
Job Description
Role Description
This role supports student enrollment, customer communication, scheduling coordination, and administrative operations across swim school locations.
-
Customer Service & Lead Management
- Manage inbound and outbound calls, emails, and messages from families.
- Provide clear information about swim programs, pricing, and schedules.
- Convert inquiries into enrolled students.
-
Enrollment & Scheduling Coordination
- Schedule swim lessons and coordinate class availability.
- Manage bookings, cancellations, and reschedules.
- Coordinate schedules between families and instructors.
-
Customer Communication & Retention
- Follow up with leads and enrolled families.
- Provide updates, reminders, and class information.
- Ensure a positive customer experience throughout the enrollment process.
-
CRM & Administrative Support
- Maintain accurate student records in the CRM.
- Update enrollment status, notes, and customer interactions.
- Assist with reporting, tracking, and internal documentation.
-
Operational & Marketing Support
- Assist management with administrative workflows.
- Support coordination tasks across swim school locations.
- Assist with light social media or marketing coordination when required.
Qualifications
- Minimum 2 years of experience in customer service, client support, or virtual assistant roles.
- At least 2 years of experience scheduling appointments, coordinating calendars, or managing service bookings.
- Minimum 2 years of experience handling inbound inquiries and follow-ups via phone, email, or messaging platforms.
- At least 2 years of experience using CRM systems or customer management tools such as HubSpot or similar platforms.
- Minimum 2 years of experience managing multiple operational tasks simultaneously such as customer communication, scheduling, and administrative tracking.
Requirements
- Experience with CRM systems such as HubSpot or similar platforms.
- Familiarity with Google Workspace, Zoom, RingCentral, Canva, or related tools.
- Ability to learn new tools and workflows quickly.
- 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.
Benefits
- Stable, full-time remote work paid in USD.
- Opportunity to support a nationally recognized education brand.
- Career growth within customer experience and operations roles.
- Professional remote work culture and training support.
- Long-term development opportunities with growing U.S. businesses.
Job Requirements
- Minimum 2 years of experience in customer service, client support, or virtual assistant roles.
- At least 2 years of experience scheduling appointments, coordinating calendars, or managing service bookings.
- Minimum 2 years of experience handling inbound inquiries and follow-ups via phone, email, or messaging platforms.
- At least 2 years of experience using CRM systems or customer management tools such as HubSpot or similar platforms.
- Minimum 2 years of experience managing multiple operational tasks simultaneously such as customer communication, scheduling, and administrative tracking.
- Experience with CRM systems such as HubSpot or similar platforms.
- Familiarity with Google Workspace, Zoom, RingCentral, Canva, or related tools.
- Ability to learn new tools and workflows quickly.
- 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.
Benefits
- Stable, full-time remote work paid in USD.
- Opportunity to support a nationally recognized education brand.
- Career growth within customer experience and operations roles.
- Professional remote work culture and training support.
- Long-term development opportunities with growing U.S. businesses.
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