What are the responsibilities and job description for the Part-Time Office & Customer Support Coordinator position at OptiPeople Resources?
About the Company
This role is the first point of contact for customers and vendors, ensuring calls are answered promptly, messages are delivered, and the sales process keeps moving. The Office & Customer Support Coordinator manages incoming calls, supports the sales and operations teams, and keeps communication flowing so jobs move quickly and smoothly. This person becomes the hub: routing calls and gathering key job details so that the process keeps moving forward.
About the Role
The Office & Customer Support Coordinator is responsible for managing customer interactions and supporting the sales process.
Responsibilities
Customer & Phone Support
- Answer incoming calls promptly and professionally — emergency calls, new jobs, vendor inquiries, insurance adjusters, etc.
- Gather essential information (address, source of loss, type of damage, urgency level).
- Enter details into the CRM or job tracking system accurately.
- Route calls to the appropriate technician, sales lead, or manager.
- Provide updates or basic information to customers when appropriate.
Sales & Job Intake Support
- Assist with scheduling assessments, inspections, or job walk-throughs.
- Record and track leads, including referral sources and insurance carriers.
- Send confirmation messages and follow-up communication as directed.
- Prepare and send simple documents or estimates (under direction of the team).
Social Media & CRM Support
- Help manage and update company social media accounts (posting updates, sharing job photos, promoting services — based on guidance and brand guidelines).
- Assist with light content drafting, scheduling posts, and monitoring engagement.
- Take ownership of keeping the CRM updated and accurate, including lead status changes, job details, customer information, and follow-up tasks.
Office & Administrative Tasks
- Organize incoming mail, deliveries, and office supplies.
- Handle data entry, filing, and light paperwork.
- Keep the office organized, clean, and running efficiently.
- Support one-off tasks as assigned — within the scope of the role.
Qualifications
- Experience in customer service, office coordination, or administrative support.
- Strong verbal communication — calm under pressure, clear on the phone.
- Ability to juggle multiple calls, tasks, and priorities at once.
- Comfortable with basic technology and learning new systems.
- Organized, dependable, and able to maintain confidentiality.
- A friendly, empathetic demeanor — especially with distressed customers.
Work Environment & Expectations
- Fast-paced small business environment; every day is different.
- Ability to be on-site when needed, with scheduling that may vary week to week.
- Must be able to communicate with field technicians and customers simultaneously.
- Role requires consistent reliability and quick follow-through.
- Ability to sit, stand, and use a phone/computer for extended periods.
Equal Opportunity Statement
We are committed to creating an inclusive workplace and are proud to be an equal opportunity employer. Employment decisions are based on qualifications, experience, and business needs, without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other protected characteristic.