Estimates & Billing Specialist

Ocean Springs Tech, Inc; Desert Hot Springs (CA); Hybrid; USD 50,000 - 65,000; Full time

Job summary

Ocean Springs Tech, Inc. is seeking a detail-oriented and organized Billing and EstimatesOffice Assistant to provide administrative support to our Pool Repairs and Service Departments.

This position is responsible for assisting with service and repair estimates, invoicing, work order processing, scheduling support, and maintaining accurate records throughout the repair process. The ideal candidate is highly organized, enjoys multitasking, and works well in a fast-paced environment.

Qualifications

• 5+ years of administrative or office experience.
• Experience with QuickBooks or similar accounting software is preferred.
• Experience with invoicing, estimates, scheduling, or work orders preferred.
• Experience in the pool industry preferred.
• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Excellent customer service and communication skills.
• Intermediate knowledge of Microsoft Office (Word, Excel, Outlook).
• Ability to prioritize multiple projects in a fast-paced environment.
• Reliable attendance and punctuality.
• Bilingual in English and Spanish is a plus.

Responsibilities

• Work closely with the Service and Repairs teams with estimating and billing.
• Prepare and process service, products and repair estimates.
• Create and distribute customer invoices.
• Maintain repair work orders and job documentation.
• Track repair jobs from estimate through completion.
• Coordinate scheduling and assist with technician calendars as needed.
• Enter and maintain accurate customer and job information in company systems.
• Assist with purchasing materials and tracking orders for repair projects.
• Coordinate deliveries, returns, and vendor communications when necessary.
• Maintain organized electronic and paper filing systems.
• Answer incoming phone calls and provide occasional customer support regarding repair-related questions.
• Route customer concerns to the appropriate department.
• Assist with reports, spreadsheets, and other administrative projects.
• Perform other duties as assigned.

Skills

Administrative experience

Customer service

Time management

Multitasking

Bilingual English/Spanish

Attention to detail

Communication skills

Prioritization

Reliability / punctuality

Tools

QuickBooks

Microsoft Office

Job description

Ocean Springs Tech, Inc. is seeking a detail-oriented and organized Billing and EstimatesOffice Assistant to provide administrative support to our Pool Repairs and Service Departments.

This position is responsible for assisting with service and repair estimates, invoicing, work order processing, scheduling support, and maintaining accurate records throughout the repair process. The ideal candidate is highly organized, enjoys multitasking, and works well in a fast-paced environment.