Office Operations Specialist

City Appliance Services; San Marcos (TX); Hybrid; USD 25,000 - 39,000; Full time

Benefits offered by this job

Base Pay + Commission

Empowered Decision Making

Modern dispatch platforms

Job summary

City Appliance Services is seeking an Office Operations Specialist to own dispatch, parts tracking, and the operational playbook. You will work with Housecall Pro, drive same-day bookings, and refine processes for faster service delivery.

The role offers strong autonomy, a clear growth path to Lead Operations Manager, and a weekday schedule with no nights or weekends, supporting a hands-on, customer-focused service culture.

Qualifications

• 2+ years of high-volume office administration, dispatch, or customer service experience.
• Proficiency with modern cloud-based CRM/scheduling platforms (Housecall Pro, Jobber, or ServiceTitan).
• Excellent communication skills with warm yet decisive tone.
• Strong organizational skills and self-directed problem-solving.

Responsibilities

• Dispatch & Scheduling: Manage daily routes in Housecall Pro, maximizing tech efficiency and customer satisfaction.
• Customer Relations: Handle inbound service requests, convert urgency into same-day bookings, set arrival windows.
• Parts Operations: Log incoming parts, match orders to open jobs, schedule return visits upon delivery.
• Financial Administration: Process daily invoices, manage accounts receivable, and track warranty claims for payout.

Skills

High-volume office admin

Dispatch

Customer service

CRM proficiency

Tools

Housecall Pro

Jobber

ServiceTitan

Job description

Office Operations Specialist: Scheduling, Systems & Service

Tired of Being a Gear in a Corporate Machine?

Most office jobs keep you stuck doing repetitive work with zero input, zero appreciation, and no authority to make things better. At City Appliance, we believe the person running the front desk isn't just an answerer of phones—they are the control center of the entire company.

We are a fast-growing, local service provider looking for a sharp, self-driven Office Operations Specialist to take control of our daily dispatch, streamline our parts tracking, and help build our operational playbook.

High Ownership & Direct Impact

You won't be micromanaged here. You will learn our established systems in Housecall Pro, master the daily rhythm, and then be empowered to refine our processes, create reference guides, and optimize how our business runs.

• High Autonomy: Direct access to the owner. If you spot a bottleneck and have a solution, you have the green light to implement it.
• Growth Path: As our fleet expands, this role is designed to evolve into our Lead Operations Manager.
• Predictable Schedule: Monday through Friday. No nights, no weekends, no corporate bureaucracy.

The Offer & Perks

• Base Pay + Performance Upside: Competitive hourly rate plus direct commission on same-day service fee sales and monthly operational performance bonuses.
• Empowered Decision Making: Full authority to manage the schedule, enforce dispatch policies, and control customer flow.
• Tools & Systems: Built on modern platforms (Housecall Pro) to minimize manual paperwork and maximize speed.

Who You Are

You are the rare combination of organized, firm, and genuinely warm.

• The Warm Enforcer: You speak with empathy to a customer whose fridge just went out, but you hold the line on scheduling policy. You know how to confidently offer and close our premium Same-Day dispatch fee when a customer needs immediate service.
• The System Builder: You hate answering the same question twice. When you spot a repetitive issue, you naturally build a checklist, reference guide, or cheat sheet to solve it permanently.
• The Relentless Follow-Through: You take pride in tracking down missing parts, following up with distributors, ensuring warranty claims are paid on time, and keeping the schedule full and efficient.
• Multi-Hat Adaptability: You enjoy shifting smoothly between phone calls, invoicing, parts log updates, and customer billing.

Key Responsibilities

• Dispatch & Scheduling: Manage daily routes in Housecall Pro, maximizing tech efficiency while maintaining customer satisfaction.
• Customer Relations: Handle inbound service requests, convert urgency into same-day fee bookings, and set clear expectations on arrival windows.
• Parts Operations: Log incoming parts, match orders to open jobs, and immediately schedule return installation visits upon delivery.
• Financial Administration: Process daily invoices, manage accounts receivable, and submit/track manufacturer warranty claims for quick payout.
• SOP Creation: Document daily workflows into a standardized operational playbook as the business scales.

Qualifications

• 2+ years of high-volume office administration, dispatch, or customer service experience (home services trade experience is a major plus).
• Proficiency with modern cloud-based CRM/scheduling platforms (Housecall Pro, Jobber, or ServiceTitan).
• Exceptional communication skills—warm tone over the phone paired with decisive boundary-setting.
• Clear track record of organizational skill and self-directed problem-solving.