Customer Service Representative

Best Water Solutions Inc; Gainesville (FL); On-site; USD 28,000 - 30,000; Full time

Benefits offered by this job

401(k) with employer match

Direct Primary Care membership

15 days paid time off

Job summary

Best Water Solutions Inc. in Gainesville, FL is seeking an organized and dependable Customer Service Representative to join our front office team. You will prepare service appointments, verify invoices, and coordinate with technicians to ensure accurate documentation and billing.

This full-time in-office role requires clear communication, great attention to detail, and the ability to manage multiple tasks from scheduling to payment processing. Competitive pay and benefits accompany the position.

Qualifications

• Strong organizational skills, attention to detail, and dependable follow-through.
• Clear, professional communication with customers, technicians, and coworkers.
• Comfort working with invoices, payments, and detailed customer records.
• Ability to prioritize time-sensitive tasks and stay organized through interruptions.
• Confidence using computer systems and learning new software.
• A customer-focused approach and the ability to resolve concerns calmly and professionally.

Responsibilities

• Prepare service appointments and communicate with customers and technicians.
• Review and update next-day and recurring service dates and notes.
• Verify invoice items and quantities before service; review payments and billing instructions.
• Coordinate daily scheduling, monitor the job board, and adjust as needed.
• Process payments, handle checks, and coordinate with accounts receivable.
• Maintain accurate client records and equipment/closure documentation.

Skills

Organizational skills

Attention to detail

Follow-through

Clear communication

Customer-focused approach

Prioritizing time-sensitive tasks

Computer proficiency

Learning new software

Job description

Best Water Solutions is looking for an organized, dependable Customer Service Representative to join the team in Gainesville, FL, and help keep our service operations running smoothly while ensuring our customers are well cared for. As a member of the front office team, you’ll work closely with the scheduler, field technicians, and office staff to prepare service appointments, monitor daily work, and ensure completed jobs are accurately documented and billed. This role is ideal for someone who enjoys helping people, catching details, and following through from start to finish.

RESPONSIBILITIES

Service Preparation & Customer Communication

• Review recurring service jobs one month in advance to ensure accurate information and readiness for scheduling.
• Update service dates, review previous job notes, and ensure technicians have clear instructions for upcoming visits.
• Verify invoice items and quantities before service.
• Review next-day appointments by 11:00 a.m., checking job details, appointment length, arrival windows, travel time, and billing instructions.
• Confirm appointments with customers and document review and confirmation status.

Daily Operations & Job Completion

• Monitor the daily job board and coordinate adjustments with the team as needed.
• Track service duration and update future recurring appointments to reflect the time required.
• Verify technician lunch blocks on the schedule and provide a weekly report to the owners.
• Conduct closeout calls with technicians to confirm requested work is complete and required notes, photos, water tests, usage reports, and follow-up forms are uploaded. Communicate additional service details and follow-up needs to the appropriate office team members.
• Update equipment records, future job instructions, and completion history.
• Review invoices for accuracy and verify that payments are received and recorded correctly.
• Process credit card payments when office assistance is needed, including when customers are absent or a technician’s payment terminal is unavailable.
• Coordinate with accounts receivable regarding completed jobs and applicable card-on-file payments.
• Collect checks from technicians and deposit them according to company procedures.
• Handle customer and payment information with care and discretion.

QUALIFICATIONS

• Strong organizational skills, attention to detail, and dependable follow-through.
• Clear, professional communication with customers, technicians, and coworkers.
• Comfort working with invoices, payments, and detailed customer records.
• Ability to prioritize time-sensitive tasks and stay organized through interruptions.
• Confidence using computer systems and learning new software.
• A customer-focused approach and the ability to resolve concerns calmly and professionally.

PREFERRED EXPERIENCE

• Customer service, office administration, scheduling, billing, or accounts receivable experience.
• Experience supporting field technicians or a service-based business.
• Familiarity with recurring appointments, dispatch boards, or customer management software.
• Experience processing payments and maintaining accurate transaction records.

WORK SCHEDULE

• Full-time, in-office position
• Monday - Friday, 8:00 AM - 5:00 PM (1-hour lunch break)
• Overtime (rarely) as needed

COMPENSATION & BENEFITS

• Hourly pay: $20 - $22 per hour, based on experience
• 15 days of paid time off (vacation, sick leave, and holidays) after 90 days
• 401(k) with employer match after one year
• Direct Primary Care membership for employee and dependents after 90 days (Note: This benefit covers routine care but is not a substitute for traditional health insurance)

Best Water Solutions is a family-owned water treatment company serving Gainesville and the surrounding areas since 1982. We are committed to providing high-quality water solutions, exceptional customer service, and meaningful contributions to our local community.