Remote Office Assistant

Remote Office Assistant – Excellence Services Plumbing Job Summary

Excellence Services Plumbing is seeking a proactive, organized, and customer-focused Remote Office Assistant to support our daily plumbing operations. This position plays a critical role in ensuring smooth communication between customers, office staff, and tradesmen while maintaining a high standard of professionalism and customer service.

The ideal candidate is a strong communicator who can work independently, follow through on assigned tasks, and take ownership of responsibilities. This individual will assist with scheduling, dispatching, customer communication, invoicing, estimates, and general administrative support. We are looking for someone who is detail-oriented, resourceful, and committed to helping our growing company provide exceptional service to our customers.

Responsibilities Customer Service & Communication

• Answer incoming calls professionally and courteously
• Return missed calls and customer inquiries promptly
• Schedule plumbing service appointments
• Gather and document customer information accurately
• Confirm appointment details with customers
• Follow up with customers regarding appointments, invoices, and service-related questions
• Maintain professional phone etiquette at all times

Scheduling & Dispatching

• Manage the daily service schedule
• Coordinate appointments with tradesmen
• Contact tradesmen 30 minutes prior to appointments to obtain ETA updates
• Call or text customers with technician ETA information
• Monitor technician schedules and communicate delays when necessary
• Update job statuses throughout the day

Estimates & Invoicing

• Prepare and send commercial estimates as directed
• Send invoices upon completion of work
• Document estimate approvals and customer communications
• Send W-9 forms to commercial clients when requested
• Confirm customer payment preferences
• Process and track payments

Administrative Support

• Maintain organized digital files and customer records
• Organize invoices, estimates, and supporting documentation
• Assist with onboarding materials and training documents
• Communicate with vendors regarding orders, printing, and administrative matters
• Assist with business card orders, marketing materials, and company projects
• Research vendors, software, and administrative resources as assigned

Payment Processing

Assist customers with payment options including:

• Zelle
• CashApp
• Credit Card (3% processing fee applies)

Confirm whether invoices should be sent via:

• Email
• Text Message

Qualifications

• Previous customer service, administrative, scheduling, or dispatching experience preferred
• Strong communication and organizational skills
• Ability to multitask and manage competing priorities
• Comfortable working remotely and independently
• Experience with QuickBooks is preferred
• Proficiency with Google Workspace and Microsoft Office
• Strong attention to detail and follow-through
• Ability to maintain professionalism in a fast-paced service environment

Ideal Candidate

The ideal candidate is dependable, organized, and takes ownership of assigned responsibilities. They are proactive in solving problems, communicate effectively, and understand the importance of providing excellent customer service. This individual is committed to supporting both our customers and tradesmen while helping Excellence Services Plumbing continue to grow.

Compensation

Part-time remote position with opportunities for growth based on performance and business needs.

Pay: From $16.50 per hour

Work Location: Hybrid remote in Hyattsville, MD 20785