Office Administrator

Office Administrator - QC Garage Door Solutions – Bettendorf, IA

Position Overview

QC Garage Door Solutions is seeking a highly organized, proactive Office Administrator to manage daily administrative operations, support scheduling and dispatch, and ensure a seamless customer experience from first call to completed job. This role is critical to keeping the business running efficiently. The ideal candidate is detail-oriented, confident communicating with customers, and capable of managing multiple moving parts in a fast-paced service environment.

Key Responsibilities

Customer Communication

• Answer inbound calls and respond to customer inquiries professionally and efficiently.
• Schedule service calls, estimates, and installations using Housecall Pro.
• Follow up with customers on appointments, estimates, and completed work.
• Handle basic service questions and route technical issues appropriately.

Scheduling & Dispatch

• Coordinate technician schedules for two garage door technicians for maximum efficiency and route density.
• Adjust schedules in real time based on job changes, delays, or emergencies.
• Communicate clearly with field technicians throughout the day.

Administrative Operations

• Create and manage work orders, invoices, and customer records directly within Housecall Pro.
• Process payments and maintain accurate financial records.
• Track jobs from booking through completion to ensure nothing falls through.
• Maintain organized digital filing systems.

Sales Support

• Assist in preparing estimates and proposals.
• Follow up on open quotes to help close sales.
• Identify upsell opportunities (maintenance, upgrades, additional services).
• Promptly reply to inbound sales leads (from google, facebook ads, etc).

Office Management

• Maintain office supplies and basic operational needs.
• Support marketing efforts (review requests, basic social/media coordination).
• Help implement and improve internal processes.

Qualifications

• 2+ years of administrative, office management, or dispatch experience.
• Strong professional communication and customer service skills.
• Highly organized with strong attention to detail.
• Ability to multitask and prioritize in a fast-paced environment.
• Proficient with computers (CRM systems, scheduling software, Excel, email).
• Problem-solver with a proactive mindset.

Preferred:

• Familiarity with Housecall Pro (highly preferred).
• Experience in home services (garage doors, HVAC, plumbing, etc.).
• Dispatch or service scheduling experience.
• Basic understanding of invoicing and bookkeeping.

Key Traits for Success

• Ownership mentality – takes responsibility and gets things done.
• Efficiency-focused – always looking to improve systems and workflows.
• Calm under pressure – handles schedule changes and customer issues smoothly.
• Detail-driven – accuracy matters in scheduling, billing, and communication.

Compensation & Benefits

• Competitive hourly pay (based on experience).
• Performance-based bonuses tied to efficiency and revenue support.
• Opportunity for growth as the company scales.

Benefits:

• 401(k)
• 401(k) matching
• Health insurance

Work Location: In person