Remote Administrative and Customer Support Specialist

Axe Recruiting; Hellertown, Northern (PA, KY); Hybrid; USD 38,000 - 52,000; Full time

Job summary

Axe Recruiting is seeking an Administrative and Customer Support Specialist for a remote role with a growing pet grooming client. You are the first voice customers hear, handling inquiries, scheduling, and essential admin tasks to ensure a smooth operation.

The ideal candidate is highly organized, communicates professionally and empathetically, and is comfortable using MS Office, Google Suite, and CRM or scheduling software to support a fast-paced team.

Qualifications

• Proven experience in a customer-facing administrative, virtual assistant, or customer service role.
• Excellent organizational and time-management skills with ability to multitask.
• Strong written and verbal communication with empathy.
• Proficiency with MS Office and Google Suite; quick learner of scheduling/CRM software.

Responsibilities

• Client Communication: Professionally manage a steady volume of incoming calls and emails; respond to inquiries about services, pricing, and appointments with a five-star experience.
• Calendar Management: Own the appointment schedule using digital booking software; manage cancellations, confirmations and reminders.
• Data and Records Management: Maintain accurate client and pet records in the digital database; update profiles and notes.
• Financial Administration: Process client payments and daily transactions; assist with basic record-keeping.
• Inventory Support: Track grooming supplies and retail products; flag low stock items.
• Digital Organization: Maintain a systematic digital filing system for documents and correspondence.

Skills

Customer-facing experience

Strong organizational skills

Communication skills

Tech-savvy

Problem solving

Tools

Microsoft Office

Google Workspace

CRM systems

Scheduling software

Job description

Position Overview:

Axe Recruiting is actively seeking a highly professional and meticulously organized individual for a key Administrative and Customer Support Specialist role. This position is on behalf of our client, a reputable and rapidly growing pet grooming business that prides itself on providing exceptional care and service. As the first point of contact, you will be the voice of the business, playing a critical role in shaping the client experience and ensuring seamless daily operations. The ideal candidate is a self-motivated problem-solver who thrives in a dynamic, fast-paced environment and can work independently while feeling like an integral part of a dedicated team. This fully remote position requires a candidate who can efficiently manage a diverse range of administrative tasks while consistently providing empathetic and professional service to a loyal and expanding clientele.

Key Responsibilities:

• Client Communication: Professionally manage a steady volume of incoming phone calls and emails. Address all client inquiries regarding services, pricing, and appointment availability with a positive and informative approach, ensuring a five-star customer experience.
• Calendar Management: Take full ownership of the appointment schedule using digital booking software. This includes scheduling new appointments, handling cancellations, sending out confirmations and reminders, and optimizing the calendar to ensure an efficient workflow for the grooming staff.
• Data and Records Management: Meticulously maintain accurate and confidential client and pet records within the company’s digital database. This involves entering new client information, updating existing profiles with relevant notes, and ensuring the integrity of all data.
• Financial Administration: Securely process client payments, manage daily transactions, and assist with basic financial record-keeping. Ensure all transactions are logged accurately for reporting purposes.
• Inventory Support: Assist the management team with inventory tracking for grooming supplies and retail products, flagging items that are running low to prevent operational disruptions.
• Digital Organization: Maintain a systematic and organized digital filing system for all administrative documents, records, and correspondence to ensure easy retrieval and operational efficiency.

Qualifications:

• Proven experience in a customer-facing administrative, virtual assistant, or customer service role is highly preferred.
• Exceptional organizational and time-management skills, with a demonstrated ability to prioritize tasks and manage multiple responsibilities simultaneously without sacrificing attention to detail.
• Excellent verbal and written communication skills, with the ability to convey information clearly, professionally, and with empathy.
• Full proficiency with standard computer applications (e.g., Microsoft Office, Google Suite) and the ability to quickly learn new software, such as scheduling or CRM systems.
• A proactive and resourceful mindset, with the ability to anticipate needs and effectively solve problems as they arise in a busy work environment.
• A genuine appreciation for animals and the pet care industry is a significant plus.