Job Openings Client Support & Operations Coordinator

About the job Client Support & Operations Coordinator

Overview

We are hiring a highly organised and proactive Client Support & Operations Coordinator to support a fast-growing US-based service business.

This role sits at the center of operations — managing client intake, handling customer support, ensuring accurate invoicing, and driving collections. You will play a critical role in keeping jobs moving, clients informed, and revenue flowing.

This is a hands-on execution role for someone who thrives on ownership, responsiveness, and staying on top of multiple moving parts.

Key Responsibilities

Client Intake & Job Setup

  • Manage new client intake and onboarding

  • Capture and organise all required client and job information

  • Set up and update jobs accurately in the system

  • Ensure a smooth handover from intake to operations

Customer Support & Communication

  • Handle incoming client queries via phone, email, and SMS

  • Provide timely updates on job status, scheduling, and billing

  • Maintain clear and professional communication with clients

  • Resolve issues efficiently while maintaining a high level of service

Invoicing & Billing

  • Generate and send invoices promptly after job completion

  • Ensure all services and charges are captured accurately

  • Maintain clean and up-to-date billing records

  • Coordinate internally to resolve any discrepancies

Collections & Accounts Receivable

  • Proactively follow up on outstanding invoices

  • Communicate with clients regarding overdue balances

  • Track payment statuses and maintain accurate records

  • Escalate non-payment issues when necessary

Operations & Coordination

  • Ensure all jobs, tasks, and follow-ups are tracked and completed

  • Stay on top of schedules, updates, and outstanding items

  • Maintain organised systems, trackers, and workflows

  • Identify inefficiencies and suggest process improvements

Tools & Systems

  • Housecall Pro or similar Field Service Management (FSM) software (beneficial, not required)

  • CRM / Job management systems

  • Google Workspace (Docs, Sheets, Gmail)

  • Communication tools (Email, SMS, VoIP systems)

Requirements

  • 2+ years experience in customer support, operations, or admin coordination
  • Experience working with US clients or service-based businesses (preferred)

  • Experience with invoicing and collections

  • Strong organisational and multitasking skills

  • Excellent written and verbal English communication

  • Comfortable learning and using new systems quickly

Nice to Have (Not Required)

  • Experience using Housecall Pro or similar FSM tools

  • E

    xperience in home services / field service businesses (HVAC, plumbing, electrical, etc.)

Key Traits

  • Highly organised and detail-oriented

  • Proactive and takes ownership

  • Fast, responsive, and reliable

  • Process-driven with strong follow-through

  • Comfortable working independently in a remote environment