Office Administrator

In Touch Pest Control; Town of Florida (NY); On-site; USD 48,000 - 62,000; Full time

Job summary

In Touch Pest Control is seeking an Office Administrator to support scheduling, invoicing, and records management for our pest-control operations. You will connect customers, technicians, and management while maintaining accurate records and protecting confidential information.

You will coordinate appointments, inform staff of changes, and maintain CRM data. The role requires strong organization, detail orientation, and professional communication skills in a fast-paced field service environment.

Qualifications

• Experience in office administration, dispatch, scheduling, or invoicing support is useful.
• Familiarity with service CRM software such as GorillaDesk or similar tools is helpful.
• Basic data entry, record-keeping, and spreadsheet skills required.

Responsibilities

• Coordinate appointments by booking and adjusting service visits.
• Communicate schedule changes clearly to customers and field staff.
• Maintain customer profiles, service histories, and contact details in CRM.
• Prepare or check routine invoices and note payment updates.
• Organize service documents and correspondence for quick retrieval.
• Assist with reminders, reports, and office supply coordination.
• Track unresolved requests and ensure clear handoffs between office and technicians.

Skills

Organization & follow-through

Data accuracy

Clear communication

Software proficiency

Scheduling judgment

Confidentiality

Teamwork

Education

Office administration experience

Tools

GorillaDesk

Google Workspace

Microsoft Office

CRM systems

Job description

The Office Administrator helps keep our pest-control operation organized from the first service request through scheduling, completed visits, and follow-up. You connect customers, technicians, and management while maintaining accurate records and protecting customer information.

Your day-to-day

• Coordinate appointments Book and adjust service appointments, coordinating customer availability, technician routes, service duration, and access instructions.
• Keep everyone informed Communicate schedule changes and delays clearly to customers and field staff, and flag urgent requests to the appropriate person.
• Maintain customer records Maintain customer profiles, service histories, contact details, appointment notes, and follow-up tasks in the company’s CRM.
• Support invoicing Prepare or check routine invoices, record payment-related updates through approved systems, and refer account discrepancies to management.
• Organize documents Organize service documents, correspondence, and records so the team can retrieve accurate information quickly.
• Keep tasks moving Assist with reminders, outstanding tasks, routine reports, and office supply coordination.
• Close the loop Track unresolved requests through completion and document clear handoffs between the office and technicians.

What you bring

• Organization and follow-through Strong organization, prioritization, attention to detail, and dependable follow-through.
• Accuracy with details Accurate data entry, basic arithmetic, and the ability to spot mismatched dates, balances, addresses, or appointment details.
• Clear communication Professional phone etiquette and clear, courteous written communication.
• Everyday software skills Confidence with email, shared calendars, spreadsheets, document tools, and learning a service-management CRM.
• Sound scheduling judgment Calm judgment when schedules change: verify capacity before promising arrival times and communicate changes promptly.
• Customer confidentiality Discretion with customer addresses, access instructions, account records, and payment information; use approved systems and permissions.
• Reliable teamwork Teamwork, punctuality, and the ability to manage competing requests without losing important details.

Experience that helps

Office administration, dispatch, appointment scheduling, invoicing support, or work in a home-service business is useful. Familiarity with GorillaDesk or another service CRM, Google Workspace, Microsoft Office, and spreadsheets is helpful. Describe the tools and tasks you have actually used; an identical software background is not required.

Trust & hiring checks

This role handles information about customers and their properties. We expect confidentiality, accurate records, and appropriate escalation of account or service concerns. Job-related background screening may be part of the hiring process at the appropriate stage, with any required third-party disclosure and authorization provided separately.

Technical pest-treatment questions should be referred to qualified service staff. Office staff should use approved service information and avoid making unverified safety, treatment, or pricing promises.

Pay, schedule, work arrangements, and the final scope of office duties will be confirmed before hiring. Include your relevant experience, software familiarity, availability, and an example of handling a scheduling conflict.