Job Description
Job Description
Executive Office Secretary & Scheduling Coordinator
Overview
We are seeking an experienced, highly organized, and proactive Executive Office Secretary & Scheduling Coordinator to manage the critical administrative and logistical functions across four key operational areas: Manhattan, Midtown, Brooklyn, and Northern New Jersey (Bergen & Hudson Counties). This role is essential for maintaining efficient field operations and ensuring exceptional customer experience in a fast-paced, high-stakes environment. The ideal candidate will have a minimum of three (3) years of prior experience in the pest control industry and must excel at multitasking, client communication, and complex scheduling. This role reports directly to the owners, Lisbeth and Luis.
Key Responsibilities
Scheduling and Dispatch Coordination (Core Function)
- Centralized Scheduling Oversight: Serve as the primary point of contact for all inbound scheduling and dispatching across the four represented service areas (Manhattan, Midtown, Brooklyn, Bergen/Hudson Counties).
- Technician Coordination: Proactively manage the daily and weekly appointment calendars for a team of field Pest Control Technicians, optimizing routes and scheduling to maximize efficiency and minimize travel time in dense urban and suburban areas.
- Emergency Response: Field and prioritize urgent/emergency calls and dispatch the nearest available technician while communicating clear expectations to the client.
- Appointment Setting: Coordinate initial service appointments, follow-up visits, and preventative maintenance schedules, ensuring all appointments are confirmed with the client.
Client and Administrative Support
- High-Volume Call Management: Answer and manage a high volume of incoming calls, addressing client inquiries, resolving basic service questions, and providing reassurance in situations involving sensitive pests (like bed bugs).
- CRM/Database Management: Maintain and update the customer relationship management (CRM) system with accurate, detailed notes on client communication, service history, and payments to ensure proper credit for sales and services.
- Owner Support: Provide direct administrative support to owners Lisbeth and Luis, including managing specific communications and running operational reports as requested.
- Office Supply Management: Order and manage essential office supplies and internal documentation for the central administrative functions.
Financial and Follow-Up Duties
- Payment Processing: Process client payments taken over the phone or submitted by technicians in the field, ensuring seamless and accurate financial transactions.
- Receipt Issuance: Promptly issue electronic or hard copy receipts for all services rendered.
- Follow-Up Management: ( Customers contact us after 30 days of treatment )
Required Qualifications and Skills
- Experience: Minimum of 3 years of dedicated administrative, scheduling, or dispatch experience within the Pest Control Industry (experience with bed bug scheduling is highly desirable).
- Geographical Knowledge: Proven familiarity with the geographical logistics, traffic patterns, and unique building structures of Manhattan, Midtown, Brooklyn, Bergen County (NJ), and Hudson County (NJ).
- Multitasking & Prioritization: Exceptional ability to manage multiple competing tasks, prioritize emergency situations, and maintain calm under pressure.
- Communication: Excellent verbal and written communication skills with a professional and empathetic phone demeanor, critical for handling stressed or sensitive client calls.
- Technical Proficiency: Proficiency in modern office software (e.g., Microsoft Office Suite)
- Accountability: Proven comfort and ability to support the scheduling needs of all four entities while reporting to the primary owners.
Company DescriptionOur goal is to ensure the complete satisfaction of every customer we contact with knowledgeable and friendly service at competitive rates. Our hope is that you’ll feel confident in our ability to meet all your expectations and know that you are always our number one priority. Our NYC & NJ Pest Control branches take pride in satisfying your needs. Please feel free to contact us should you need any type of pest control services.
Company Description
Our goal is to ensure the complete satisfaction of every customer we contact with knowledgeable and friendly service at competitive rates. Our hope is that you’ll feel confident in our ability to meet all your expectations and know that you are always our number one priority. Our NYC & NJ Pest Control branches take pride in satisfying your needs. Please feel free to contact us should you need any type of pest control services.