Remote Office Manager: Scheduling & Customer Care

somewhere; United States; Remote; USD 17,000 - 22,000; Full time

Job summary

Unknown Client, a growing home inspection and environmental testing business, is seeking an Office Manager to own the administrative and customer-facing side of operations. You will handle communication, scheduling, contracts, follow-ups, and day-to-day coordination from a remote setup, with an emphasis on professional U.S.-facing interactions.

Ideal candidates will have excellent English, a natural American accent, and experience in office administration, calendars, and customer service.

Qualifications

• Excellent spoken and written English.
• Neutral, natural American-sounding accent.
• Strong telephone presence and confidence speaking with U.S. customers.
• Experience in office administration, office management, customer service, scheduling, or administrative support.
• Strong organizational and time-management skills.
• Experience managing calendars and coordinating appointments.
• Excellent attention to detail and follow-through.
• Ability to manage multiple priorities independently.
• Comfortable working in a small, growing business.
• Strong computer literacy and ability to learn new systems quickly.

Responsibilities

• Manage incoming calls and text messages through OpenPhone.
• Respond promptly to customer inquiries and leads.
• Communicate professionally with homeowners, real estate professionals, and other stakeholders.
• Follow up proactively on outstanding inquiries and requests.
• Schedule home inspections and coordinate availability.
• Coordinate availability between inspectors, clients, realtors, sellers, and other parties.
• Manage the inspection calendar and appointment changes.
• Send confirmations and reminders.
• Handle cancellations and rescheduling.
• Respond quickly to new leads and inquiries.
• Track open inquiries and outstanding follow-ups; coordinate communication to convert inquiries into bookings.
• Help prevent opportunities from being lost due to delayed responses.
• Prepare and send customer contracts and agreements.
• Monitor outstanding signatures and follow up as needed.
• Ensure required paperwork is completed before appointments.
• Maintain organized customer records and documentation.
• Follow up with customers after completed services.
• Request customer reviews and help maintain a consistent review-generation process.
• Support the company's customer experience and online reputation.
• Assist with email marketing activities.
• Review and proofread AI-generated Facebook content before publication.
• Support recurring marketing and administrative initiatives.
• Identify opportunities to improve and systemize workflows.
• Serve as the administrative backbone of the business during working hours.
• Identify outstanding tasks without requiring constant direction.
• Keep communication, scheduling, documentation, and follow-ups organized.
• Help establish consistent processes as the company grows.

Skills

Excellent spoken English

Neutral American accent

Office administration experience

Calendar management

Organizational skills

Time management

Ownership mindset

Independent worker

Small business experience

Tech-literate

Tools

OpenPhone

Scheduling software

Document management

Email marketing tools

AI tools

Job description

Unknown Client, a growing home inspection and environmental testing business, is seeking an Office Manager to own the administrative and customer-facing side of operations. You will handle communication, scheduling, contracts, follow-ups, and day-to-day coordination from a remote setup, with an emphasis on professional U.S.-facing interactions.

Ideal candidates will have excellent English, a natural American accent, and experience in office administration, calendars, and customer service.