Operations & Customer Support Coordinator

Operations & Customer Support Coordinator

Location: Remote (LATAM or South Africa)

Work Hours: Monday Friday 8:00 AM 5:00 PM CST

Timeline: Starting early April

Employment Type: Full-Time

The Mission

We are seeking a highly organized and proactive Operations & Customer Support Coordinator to serve as a central point of contact for our customers and internal teams. This is a dynamic VA-style administrative role that bridges the gap between front-end customer service and back-end operational logistics.

You will be responsible for ensuring our customers feel heard our 20 installers stay on schedule and our inventory data remains flawless. We have well-established process guides (Scribe) ready for you to plug into and we are looking for someone who can master these workflows and grow with the company.

Key Responsibilities

1. Customer Experience & Communication (Primary)

• Inquiry Management: Act as the primary point of contact for 1020 daily customer emails. You will be the problem solver addressing requests ranging from scheduling updates to inventory questions.
• Installer Scheduling: Coordinate and manage the daily schedules for a team of 20 installers ensuring efficient routing and timely service.

2. Financial & Sales Administration

• Invoicing: Lead the twice-monthly creation and submission of invoices to ensure consistent cash flow.
• Reporting: Generate monthly sales tax reports and various sales performance reports for leadership.

3. Inventory & Operations Management

• Inventory Analysis: Conduct regular analysis and create missing inventory reports to prevent stockouts.
• Agent Support: Update online inventory systems for our agents to ensure they have real-time accurate data.
• Back-End Support: Look through orders and reconcile data within our internal systems to maintain operational integrity.

Who You Are

• Service-Oriented: You enjoy helping people and thrive in a customer-facing role where solving the request is the top priority.
• Detail-Obsessed: Whether its an invoice or a tax report you understand that accuracy is non-negotiable.
• Aptitude-Driven: You are a quick learner who can follow established Scribe guides but you are also eager to take on more responsibility as you master the role.
• Time-Zone Aligned: You are based in LATAM or South Africa and are comfortable working a full US Central Standard Time (CST) shift.

Qualifications & Skills

• Proven experience in a Virtual Assistant Operations or Customer Service role.
• Excellent written and verbal English communication skills.
• Strong proficiency in digital tools (experience with scheduling software inventory management systems and basic financial reporting is a plus).
• Ability to work independently and manage a high volume of varied tasks without letting details slip.

Why Join Us

We value our team and aim to build this role around your specific aptitudes and interests over time. Youll be entering a structured environment with clear guides to set you up for success from day one.