Office Assistant

ramproclean; Zion (IL); On-site; USD 22,041 - 24,796; Full time

Benefits offered by this job

2 weeks vacation accrued

Healthcare, dental and vision

Job summary

RamPro is seeking a customer-focused Office Assistant to support daily operations, customer service, and light sales tasks at our Zion, IL office. This role collaborates with internal teams to ensure a seamless experience for customers and staff.

Responsibilities include handling calls, scheduling, invoicing in Zoho, and assisting payroll in a fast-paced environment. We offer a friendly culture with paid vacation and benefits such as health, dental and vision insurance.

Qualifications

• 2–3 years of office administration, scheduling, or customer service experience.
• High school diploma or equivalent; Associate’s degree a plus.

Responsibilities

• Answer inbound calls and provide excellent customer service.
• Schedule, confirm, and reschedule service appointments with customers and technicians.
• Create and manage estimates, invoices, and customer accounts in Zoho CRM and Zoho Books.
• Follow up on outstanding estimates and declined proposals.
• Monitor team expenses and coordinate logistics as needed.

Skills

Customer service

Scheduling

CRM systems

Microsoft Office

Communication

Organization

Education

High school diploma

Associate degree

Tools

Zoho CRM

Zoho Books

Job description

RamPro is a commercial facilities cleaning company specializing in kitchen exhaust systems, kitchen deep cleaning, and front of house cleaning and sanitization. We provide comprehensive cleaning services for restaurants, industrial facilities, sky scrapers and more in greater Chicagoland, Southern Wisconsin, and South Western Indiana. Our headquarters is located in Zion, IL, which is the work location for this position.

We are a growing company looking for a highly organized, customer-focused Office Assistant to support daily operations, customer service, and light sales tasks. This role works closely with internal teams and plays a key part in ensuring a seamless experience for both customers and staff. This is a great opportunity to join a dynamic team in a fast-paced environment.

Pay: $16-17.50/hr depending on experience | Hours: 9am-6pm Monday-Friday | Location: 100% in Zion office

Job Description

Our growing company is looking for a customer-focused Office Assistant who will service customers while working closely with internal departments.

Responsibilities

• Answer inbound calls and provide excellent customer service
• Schedule, confirm, and reschedule service appointments with customers and technicians
• Make reminder outbound calls to customers 24hrs before service
• Make a weekly schedule for Technicians, track work hours and assist with payroll preparation
• Create and manage estimates, invoices, and customer accounts in Zoho CRM and Zoho Books
• Follow up on outstanding estimates and declined proposals
• Collect on overdue invoices and process payments
• Make proactive sales calls and reach out to satisfied customers for referrals and reviews
• Submit bids through online portals and manage third-party job processing
• Track and order office/field supplies, maintain inventory, and manage team expenses
• Monitor GPS tracking for company vehicles and coordinate repairs as needed
• Gather customer feedback and collaborate with the operations team to resolve service issuesPerform general office duties and provide vacation coverage for team members

Qualifications

Experience: 2–3 years of office administration, scheduling, or customer service experience preferred.

Education: High school diploma or equivalent required; Associate’s degree a plus.

Skills Required: Strong communication (verbal and written); Excellent organizational and multitasking skills; Ability to work independently and under pressure in a fast-paced environment; Familiarity with any CRM systems and Microsoft Office Suite; Attention to detail and ability to manage multiple priorities.

Benefits

• 2 weeks vacation accrued
• Healthcare, dental and vision insurance

RamPro is an equal opportunity employer. We encourage applications from candidates of all backgrounds and experiences.