Customer Service, Operations Administrator

VirtuHire

. Handle inbound customer calls and live transfers from an AI booking assistant, responding professionally and helping customers schedule service appointments.

Posted 10/21/2026full-timeRemote • South AfricaMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates strong administrative skills in customer service and service coordination, with expertise in managing documentation, invoicing, and reporting. Proficient in using field service management systems like ServiceTitan to enhance operational efficiency.

Highest-signal resume keywords

Customer Service ExperienceServiceTitan ProficiencyInvoice ReconciliationAdministrative Documentation ManagementHVAC Industry Knowledge

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Customer ServiceService CoordinationInvoice ReconciliationDaily ReportingRecordkeepingWarranty Claims ProcessingUtility Rebate ApplicationsEmail Marketing CampaignsCRM ManagementField Service Management

Soft Skills

Excellent CommunicationDetail-OrientedHighly OrganisedProactiveProfessional Telephone Manner

Tools & Technologies

ServiceTitanHousecall ProJobberFieldEdgeCRM Software

Industry Keywords

HVACHome ServicesTradesField Service BusinessTVA EnergyRight

About the role

Key responsibilities & impact

Handle inbound customer calls and live transfers from an AI booking assistant, responding professionally and helping customers schedule service appointments.
Schedule, coordinate, and manage service jobs using ServiceTitan or a similar field service management system.
Maintain accurate job records, customer information, invoices, and administrative documentation.
Prepare and submit daily reports on time, ensuring operational information is accurate and up to date.
Reconcile invoices and follow up on outstanding administrative items to keep records organised.
Process manufacturer warranty claims and submit utility rebate registrations, ensuring all required documentation is completed correctly.
Follow up on outstanding estimates and assist with simple email marketing campaigns through the CRM.
Monitor outstanding tasks and take initiative to ensure customer requests, paperwork, and follow-ups are completed without constant supervision.

Requirements

What you’ll need

At least 3 years of experience in customer service, office administration, service coordination, or a similar role, with experience handling phone calls from US customers.
Experience in HVAC, home services, trades, or field service businesses is strongly preferred.
Previous experience with ServiceTitan is a major advantage. Experience with Housecall Pro, Jobber, FieldEdge, or similar job management systems is also valuable.
Strong administrative skills, with experience in daily reporting, invoice reconciliation, recordkeeping, and maintaining accurate documentation.
Ability to manage paperwork and follow processes carefully, ideally with experience handling manufacturer warranty claims or utility rebate applications. TVA EnergyRight experience is a bonus.
Comfortable following up on estimates, communicating with customers, and running basic email marketing campaigns through a CRM.
Excellent spoken English, with a warm, calm, and professional telephone manner.
Highly organised, proactive, detail-oriented, and able to manage multiple tasks independently.
Available to work US Central Time business hours from South Africa.
Must have a quiet home workspace, reliable fibre internet, and backup power.