Sale and Operations Support

Description

Job Summary:

The Sales and Operations Support is the primary point of contact for customer communication throughout the project lifecycle. This role is essential for delivering exceptional customer experiences, supporting operational efficiency within regional territories, and maintaining efficient office operations. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple tasks in a fast-paced environment. 

Key Responsibilities:

• Onsite Office Administration:
• Manage incoming/outgoing communications (mail, phone, email). 
• Organize and maintain confidential office files and records, including annual turnover. 
• Oversee office supplies and inventory; coordinate with vendors for restocking. 
• Manage onsite inventory (uniform items, office supplies, furniture, toiletries). 
• Coordinate fleet logistics (vehicle assignments, key control). 
• Support employee onboarding/offboarding (workstations, resources, office tours). 
• Perform offsite tasks (bank deposits, deliveries, building applications). 
• Coordinate onsite events (training lunches). 
• Process marketing material requests (flyers, business cards, mailers, signage). 
• Process checks and job paperwork. 
• Serve as a point of contact for tech support (printers, computers) and office management (cleaning, utilities). 
• Troubleshoot internet and tech issues. 
• Address visitor needs. 
• Virtual Customer Service & Project Support:
• Collaborate with other administrators. 
• Utilize the company ERP system (Blaze) for daily tasks. 
• Handle incoming/outgoing communications (phone, email). 
• Perform data entry and ensure accuracy across platforms. 
• Complete Blaze tasks  
• Check in Paperwork 
• Permit Determination and Application 
• Customer Contacts throughout project 
• AR collections 
• Send Closing Documents like warranty 
• Communicate with property owners regarding project details and timelines. 
• Coordinate with field service reps and technicians for scheduling.  
• Document and communicate project requirements and concerns. 
• Monitor project progress and provide updates to customers. 
• Facilitate communication between field staff and customers. 
• Process and relay critical project information. 
• Inside Sales specific – utilize HubSpot and other duties stemming from Inside Sales Process for customer service 
• Post-Project & Quality Assurance:
• Conduct post-project satisfaction surveys. 
• Escalate warranty inquiries and technical issues. 
• Maintain detailed records of customer interactions and project outcomes. 
• Document customer interactions in the ERP system. 
• Identify trends in customer feedback and provide insights. 
• Ensure compliance with communication standards and protocols. 
• Customer Communication & Account Management:
• Initiate outbound communications regarding overdue accounts. 
• Receive inbound calls regarding invoices and account status. 
• Direct homeowners to the appropriate departments. 
• Respond to customer inquiries in a professional manner. 
• Monitor customer accounts and ensure timely payments. 
• Update account records with detailed notes. 
• Track payment due dates and send reminders. 
• Proactively contact customers regarding past-due balances. 
• Monitor incoming payments. 
• Investigate and resolve billing discrepancies. 
• Answer billing-related questions. 
• Send required documentation
• Maintain accurate records of all account activities. 
• Additional Duties as Assigned 

Requirements

Qualifications:

• Associate's degree preferred; high school diploma with relevant experience required. 
• 2+ years of customer service experience (construction/home services preferred). 
• Experience with ERP systems and project management tools. 

Skills:

• Strong industry knowledge. 
• Excellent verbal and written communication skills. 
• Analytical and problem-solving abilities. 
• Interpersonal skills and customer service orientation. 
• Patience and empathy. 
• Attention to detail. 

Working Conditions:

 Hours: Part time or Full time, up to 40 hours weekly and additional as needed 

Location: Based out of Elite office and/or Remote as approved  

Travel: none required