Industry: facilities services
location: remote — ideally living in michoacan
reports to: operations manager
salary: $1,400 usd per month
contract type: independent contractor agreement
work hours: 8:00 am to 5:00 pm pacific time / monday to friday | this is a full time role
language requirement: c1+ english, fully professional
equipment: must have a suitable home office setup, laptop, and reliable high-speed internet
how to apply: please submit your resume in english only.
position summary
we are looking for a highly organized, detail-oriented scheduler & logistics coordinator to support the daily operations of a small but growing service-based company specializing in commercial kitchen hood cleaning, filter exchange, exhaust fan cleaning, and exterior pressure washing services based in california.
this is a hands-on coordination role for someone who can manage multiple moving parts at once: client communication, technician schedules, service routes, vendor follow-up, crm updates, job tracking, quotes, and basic administrative support.
the ideal candidate is proactive, resourceful, comfortable with heavy phone, text, and email communication, and able to keep field operations running smoothly in a fast-paced small-business environment.
key responsibilities
client communication & account support
* serve as a main point of contact for clients regarding scheduling, service updates, follow-ups, and general questions.
* communicate professionally with restaurant owners, managers, vendors, technicians, and internal team members.
* follow up with clients before and after service to confirm details, collect missing information, and ensure satisfaction.
* help maintain strong client relationships through timely, clear, and consistent communication.
* escalate urgent issues, complaints, or operational concerns to management when needed.
scheduling, dispatch & route coordination
* schedule and coordinate service appointments for hood cleaning, filter exchange, pressure washing, and related services.
* coordinate daily and weekly routes for field technicians and company vehicles.
* monitor job status and update schedules as priorities change throughout the day.
* help optimize routes to reduce travel time, avoid delays, and improve technician productivity.
* confirm appointment details, addresses, access instructions, service windows, and client requirements.
crm, data entry & job tracking
* maintain accurate client, vendor, equipment, and service information in the company crm or service management system.
* update job notes, service records, pricing details, contact information, and follow-up tasks.
* track job completion, pending items, reschedules, cancellations, and client requests.
* ensure all documentation is complete and accurate for billing, operations, and future service visits.
* keep records organized and easy for the team to access.
quotes, proposals & administrative support
* prepare basic quotes, estimates, and service proposals based on client needs and company pricing guidelines.
* experience invoicing in the us
* support invoice coordination by confirming completed services and communicating billing details to the appropriate team.
* assist with collecting photos, service details, or job information needed for estimates or follow-ups.
* handle confidential client and business information with accuracy and discretion.
* support the owner, sales manager, or operations manager with administrative tasks as needed.
vendor, inventory & equipment coordination
* help track vendor information, service history, pricing, and contact details.
* support basic inventory tracking for filters, parts, cleaning supplies, and operational materials.
* notify management when supplies or equipment may need replenishment.
* assist in keeping asset and equipment records updated.
problem-solving & operational improvement
* identify scheduling gaps, communication issues, or process inefficiencies.
* recommend simple, practical improvements to help the team work faster and more accurately.
* stay calm and organized when schedules change, clients call with urgent needs, or technicians require support.
* take ownership of follow-up tasks until they are fully resolved.
qualifications & skills
experience
* 2+ years of experience in logistics coordination, dispatch, customer service, account coordination, operations support, or administrative coordination.
* experience working with service-based companies, field technicians, maintenance services, cleaning services, construction, facilities, or similar industries is preferred.
* prior experience supporting a small or growing business is a strong plus.
technical skills
* comfortable using crm systems, scheduling tools, spreadsheets, email, and online communication platforms.
* experience with servicebridge or similar field service software is a plus.
* strong microsoft office or google workspace skills.
* ability to learn new systems quickly.
* accurate data entry and strong attention to detail.
core competencies
* highly organized: able to manage schedules, routes, client requests, and follow-ups without losing details.
* strong communicator: comfortable with heavy phone, text, and email communication in professional english.
* proactive: anticipates problems before they escalate and follows up without needing constant reminders.
* detail-oriented: keeps crm records, job notes, schedules, and client information accurate.
* flexible: can adapt quickly when technicians are delayed, clients reschedule, or urgent jobs come in.
* accountable: takes ownership of tasks and sees them through to completion.
* service-minded: understands that client satisfaction and operational reliability are critical.
* small-business mentality: willing to help where needed and comfortable wearing multiple hats.
* this is a full time role, we expect a full time committment.
what we offer
* remote work opportunity with a u.s.-based service company.
* stable monthly compensation.
* hands-on training in company processes, tools, and service operations.
* opportunity to grow with a smaller company where your work has direct impact.
* a practical, fast-moving environment where organization, ownership, and communication are highly valued.