Administrative Support:

1. Appointment and Calendar Management:

• Service Appointments : Coordinating service schedules for home visits, repairs, or installations, ensuring there are no overlaps or delays.
• Calendar Maintenance : Managing the executive or owner’s calendar for internal meetings, client meetings, and vendor appointments.
• Appointment Reminders : Sending reminders to clients about upcoming service appointments to reduce cancellations or no-shows.

2. Document Preparation and Filing:

• Service Agreements and Contracts : Preparing, reviewing, and organizing contracts, estimates, service agreements, and client-related paperwork.
• Work Orders : Creating and distributing work orders to technicians, ensuring all job details and client requirements are clearly communicated.
  
• File Management Maintaining both physical and digital records of contracts, service records, invoices, and communications with clients and vendors.

• Client Communication : Handling email communications, responding to client inquiries, and forwarding critical messages to the appropriate team members.
• Vendor Communication : Coordinating with suppliers for materials, tools, or equipment necessary for services.
• Internal Communications Keeping the management team informed about any urgent client requests, scheduling conflicts, or operational issues.

2. Customer Service and Client Management:

1. Client Relationship Management (CRM):

• CRM Database Management : Maintaining and updating client records in the company’s CRM system, ensuring all information is accurate and up to date.
• Client Follow-Up :  Tracking client interactions, ensuring timely follow-up on inquiries, and scheduling post-service feedback calls.
• Client Requests Managing client requests for service changes, cancellations, or additional services.

• New Client Onboarding : Assisting in onboarding new clients, including setting up their accounts, explaining service terms, and providing introductory information.
• Customer Support : Handling customer complaints, service inquiries, and feedback, and escalating issues to management when necessary.
• Service Reminders : Sending regular service reminders, such as for maintenance appointments, pest control treatments, or annual cleanings..

3. Financial and Billing Support:

• Invoicing : Creating and sending invoices to clients for services rendered, ensuring that billing is accurate and timely.
• Payment Tracking : Keeping track of incoming payments, processing transactions, and following up with clients on overdue invoices.
• Payment Assistance : Assisting clients with payment methods, setting up recurring payments, or handling any billing-related issues.
  

• Expense Reports : Compiling and maintaining reports on company expenses, such as materials, labor, fuel, and equipment.
  
• Budgeting Support : Assisting the management team in tracking financial performance and maintaining the company’s budget.
• Vendor Payments : Processing payments to vendors, suppliers, or contractors for goods and services provided to the company.

4. Scheduling and Dispatching Support:

• Dispatch Coordination : Coordinating with technicians to ensure they have all necessary job details, tools, and equipment before heading to the service location.
  
• Real-Time Updates Communicating with field staff about any changes in schedule or job scope and updating clients accordingly.

5. Marketing and Outreach:

• Content Creation Creating and scheduling posts on social media platforms to promote the company’s services, specials, or community involvement.
• Engagement Responding to comments, messages, and reviews on social media, and ensuring a positive online presence.

• Email Marketing Designing and sending promotional emails or newsletters to clients about seasonal offers, new services, or company updates.
• Client Follow-Up Posting Sending follow-up emails to clients after service appointments to thank them and request feedback or reviews.

• Promotional Materials Assisting in the creation of flyers, brochures, and promotional materials for both print and digital marketing campaigns.
• Ad Management Helping with the management of paid advertising campaigns (Google Ads, Facebook Ads) to generate new leads.

6. Operational and Supply Chain Support:

• Material Ordering: Tracking the inventory of materials, tools, and equipment and placing orders with suppliers as needed.
• Equipment Maintenance Scheduling maintenance for company vehicles, tools, and equipment to ensure everything is functioning properly.
  
• Vendor Coordination Managing relationships with vendors and ensuring timely delivery of supplies and equipment.

• Fleet Oversight : Keeping track of service vehicles, their maintenance schedules, insurance, and registration.
• Vehicle Scheduling Managing the daily allocation of company vehicles to technicians, ensuring availability when needed.

7. HR and Office Management:

• Recruitment Support Assisting with job postings, coordinating interviews, and onboarding new employees or technicians.
• Staff Scheduling Creating and managing employee schedules, including overtime, vacation requests, and shift assignments.
  
• Certification Tracking Keeping track of required certifications, licenses, and training for technicians to ensure compliance with industry standards

• Office Supplies Ordering office supplies and managing office equipment to ensure smooth operations.
• General Office Support Handling general office duties such as filing, answering phones, and greeting clients or vendors who visit the office.

8. Compliance and Regulatory Support:

• License Renewals Keeping track of required licenses and permits for the company and ensuring they are renewed on time.
• Regulatory Compliance Assisting in compliance with local, state, and federal regulations related to safety, labor, and environmental standards.

• Insurance Certificates Keeping client and vendor insurance certificates up to date, and managing workers’ compensation and liability insurance paperwork.
• Risk Management Assisting with the implementation of safety protocols and ensuring that all employees comply with regulatory and company safety standards.