Customer Service & Executive Support Specialist (TB)

Position: Customer Service & Executive Support Specialist

Location: Remote | Full-Time

We are seeking a proactive, customer-focused, and highly organized Customer Service & Executive Support Specialist to support daily operations, customer communication, scheduling, and administrative functions. This role is ideal for someone who can provide exceptional customer experiences while helping streamline business operations and reduce the owner's day-to-day administrative workload.

Key Responsibilities

Customer Service & Phone Support

• Answer inbound calls and serve as the primary point of contact for customers
• Respond to customer inquiries professionally and efficiently
• Route calls appropriately and escalate urgent matters when necessary
• Maintain a high-touch, personalized customer experience

Scheduling & Lead Management

• Schedule estimates, appointments, and service visits
• Respond quickly to new leads and inquiries
• Conduct follow-ups on pending opportunities and customer requests
• Manage calendars and coordinate appointments efficiently

Administrative & Executive Support

• Assist with daily administrative and office management tasks
• Organize spreadsheets, project information, customer records, and operational documents
• Support data entry, reporting, and record management
• Help create, document, and maintain SOPs and internal processes
• Provide flexible support across operations, customer service, and executive tasks

Operations & Process Improvement

• Help organize workflows and improve operational efficiency
• Prepare systems, documentation, and records during slower seasons
• Identify opportunities to streamline administrative processes
• Maintain accurate customer and project information

Qualifications

• Previous experience in Customer Service, Executive Assistant, Administrative Support, or Office Management roles
• Excellent verbal and written English communication skills
• Strong phone presence with a professional, friendly, and personable demeanor
• Exceptional organizational and time management skills
• Ability to multitask and manage competing priorities
• Detail-oriented with strong follow-through and accountability
• Tech-savvy and comfortable learning new software and systems
• Experience with VoIP phone systems, CRM platforms, scheduling tools, and Google Workspace is preferred

What We're Looking For

• A proactive self-starter who takes ownership of responsibilities
• Someone who can build trust with customers and represent the company professionally
• Strong problem-solving skills and ability to work independently
• Reliable, responsive, and highly organized
• Ability to adapt between customer service, administrative support, and operational tasks as business needs evolve

Success in This Role

Success means creating an exceptional customer experience, ensuring no lead or customer inquiry falls through the cracks, maintaining organized operations, and allowing leadership to focus on growth rather than daily administrative tasks. The ideal candidate becomes a trusted extension of the team who helps keep the business running smoothly and efficiently.