Office Administrator

Office Administrator - QC Garage Door Solutions - Bettendorf, IA Position Overview QC Garage Door Solutions is seeking a highly organized, proactive Office Administrator to manage daily administrative operations, support scheduling and dispatch, and ensure a seamless customer experience from first call to completed job. This role is critical to keeping the business running efficiently. The ideal candidate is detail-oriented, confident communicating with customers, and capable of managing multiple moving parts in a fast-paced service environment. Key Responsibilities Customer Communication Answer inbound calls and respond to customer inquiries professionally and efficiently. Schedule service calls, estimates, and installations using Housecall Pro. Follow up with customers on appointments, estimates, and completed work. Handle basic service questions and route technical issues appropriately. Scheduling & Dispatch Coordinate technician schedules for two garage door technicians for maximum efficiency and route density. Adjust schedules in real time based on job changes, delays, or emergencies. Communicate clearly with field technicians throughout the day. Administrative Operations Create and manage work orders, invoices, and customer records directly within Housecall Pro. Process payments and maintain accurate financial records. Track jobs from booking through completion to ensure nothing falls through. Maintain organized digital filing systems. Sales Support Assist in preparing estimates and proposals. Follow up on open quotes to help close sales. Identify upsell opportunities (maintenance, upgrades, additional services). Promptly reply to inbound sales leads (from google, facebook ads, etc). Office Management Maintain office supplies and basic operational needs. Support marketing efforts (review requests, basic social/media coordination). Help implement and improve internal processes. Qualifications 2+ years of administrative, office management, or dispatch experience. Strong professional communication and customer service skills. Highly organized with strong attention to detail. Ability to multitask and prioritize in a fast-paced environment. Proficient with computers (CRM systems, scheduling software, Excel, email). Problem-solver with a proactive mindset.

Preferred:

Familiarity with Housecall Pro (highly preferred). Experience in home services (garage doors, HVAC, plumbing, etc.). Dispatch or service scheduling experience. Basic understanding of invoicing and bookkeeping. Key Traits for Success Ownership mentality - takes responsibility and gets things done. Efficiency-focused - always looking to improve systems and workflows. Calm under pressure - handles schedule changes and customer issues smoothly. Detail-driven - accuracy matters in scheduling, billing, and communication. Compensation & Benefits Competitive hourly pay (based on experience). Performance-based bonuses tied to efficiency and revenue support. Opportunity for growth as the company scales.

Benefits:

401(k) 401(k) matching Health insurance

Work Location:

In person