ADMINISTRATIVE ASSISTANT / OFFICE COORDINATOR

ADMINISTRATIVE ASSISTANT / OFFICE COORDINATOR
Customer Communications, Scheduling & Report Typing

Nixtermite Professional Pest Solutions – San Diego, CA
Part-Time to Full-Time | In-Office | Starting at $22.00/hour DOE

POSITION OVERVIEW

Nixtermite Professional Pest Solutions is seeking a mature, highly organized, and dependable Administrative Assistant / Office Coordinator to join our office team.

This role provides essential support to our Office Lead Supervisor and office staff in the day-to-day coordination of customer communications, report typing, scheduling, CRM lead monitoring, and administrative workflow.

The ideal candidate is a strong communicator, fast learner, excellent multitasker, and detail-oriented professional who can work independently while contributing positively to a team-oriented, family-owned office environment.

This is a support role—not a supervisory position—and reports directly to the Office Lead Supervisor.

ABOUT US

For over 28 years, Nixtermite has been a family-owned and operated pest control company proudly serving San Diego County.

We have built our reputation on honesty, professionalism, outstanding customer service, and long-term customer relationships. At Nixtermite, we value teamwork, accountability, and creating a positive workplace where employees are respected and supported.

Our mission:
“Helping to Make San Diego Homes Healthier.”

KEY RESPONSIBILITIES

Administrative Support
• Type and complete termite inspection (WDO) reports accurately from inspector notes and recordings
• Assist with report formatting, document preparation, and data entry
• Support daily office administrative functions as assigned

Customer Communications
• Answer incoming phone calls professionally and courteously
• Assist customers with scheduling inspections, fumigations, repairs, and service appointments
• Respond to general customer questions and route more complex issues to appropriate staff members
• Maintain professional communication by phone, email, and messaging platforms

Scheduling Coordination
• Schedule and confirm customer appointments accurately
• Assist with calendar coordination between customers, inspectors, technicians, and sales staff
• Help resolve scheduling conflicts as needed

CRM & Lead Monitoring
• Monitor incoming leads through CRM software from:
- Website inquiries
- Phone call logs
- AI chat systems
- Social media messaging channels
• Ensure inquiries are routed promptly and documented accurately

Online Customer Engagement
• Monitor Facebook, Yelp, and other customer messaging channels
• Respond professionally to customer inquiries and reviews using approved company templates when appropriate
• Escalate unusual or sensitive issues to Office Lead Supervisor or management

Office Team Support
• Assist Office Lead Supervisor with daily workflow priorities
• Coordinate with office staff, inspectors, and sales team members to keep operations moving efficiently
• Help maintain organized office systems and communication flow

REQUIRED EXPERIENCE

• Minimum 3 years of administrative, office support, customer service, dispatch, or scheduling experience
• Minimum 2 years of experience handling phones, scheduling, or customer communications
• Strong typing and data entry experience required
• Experience using office software, CRM systems, or scheduling software preferred

PREFERRED QUALIFICATIONS

• Pest control, construction, home services, or service-industry office experience preferred
• Millennium software experience is a strong plus
• Social media customer response experience preferred
• Spanish bilingual ability is a plus but not required

SKILLS & ABILITIES

• Excellent typing accuracy and speed
• Strong written and verbal communication skills
• Professional phone etiquette
• Strong multitasking and prioritization ability
• Detail-oriented and highly organized
• Comfortable learning new software quickly
• Proficiency with Microsoft Office (Word, Excel, Outlook)

PERSONAL QUALITIES WE VALUE

We are looking for someone who is:
• Mature and dependable
• Friendly, respectful, and team-oriented
• Calm under pressure
• Resourceful and proactive
• Able to work well in a small office where teamwork matters

SCHEDULE

• Monday through Friday
• Part-time to full-time depending on workload and candidate fit
• In-office position only

COMPENSATION & BENEFITS

Starting at $22.00 per hour DOE

Eligible full-time employees may receive:
• Paid Time Off (PTO)
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance

ADDITIONAL REQUIREMENTS

• High school diploma or equivalent required
• Professional references may be requested prior to hire
• Must comply with Drug-Free Workplace Policy

APPLICATION QUESTIONS

1. Describe your experience with report typing, scheduling, and customer communication.
2. Have you worked with CRM systems or lead management software? If yes, which ones?
3. Are you comfortable responding to customer inquiries by phone, email, and online messaging platforms?
4. Have you worked in a fast-paced office where multitasking was required?

EQUAL OPPORTUNITY EMPLOYER

Nixtermite Professional Pest Solutions is an Equal Opportunity Employer and a Drug-Free Workplace.