What are the responsibilities and job description for the Office Administrator / Operations Coordinator position at Prolific Inspections?
About Us
Prolific Inspections & Construction is a growing inspection and construction company serving the Bay Area. We pride ourselves on professionalism, fast communication, and exceptional customer service.
We’re looking for a highly organized Office Administrator / Operations Coordinator who enjoys creating order, solving problems, and helping a growing business run efficiently. This is more than a typical administrative position—we’re looking for someone who wants to become a key part of our team.
Responsibilities
- Answer incoming phone calls and respond to customer inquiries professionally.
- Schedule termite, home, and specialty inspections.
- Coordinate inspectors’ daily schedules and adjust appointments as needed.
- Confirm appointments with clients.
- Upload inspection reports and ensure timely delivery.
- Prepare and send invoices.
- Follow up on outstanding invoices and customer payments.
- Maintain organized digital job files and office records.
- Update scheduling and inspection management software (training provided).
- Coordinate communication between office staff, inspectors, technicians, and customers.
- Assist with permits, project documentation, and general administrative tasks.
- Help improve office systems, workflows, and organization.
Qualifications
We’re looking for someone who:
- Is highly organized and detail-oriented.
- Takes ownership of their responsibilities.
- Communicates professionally with customers and coworkers.
- Can manage multiple tasks in a fast-paced environment.
- Learns new software quickly.
- Solves problems without needing constant supervision.
- Is dependable, punctual, and follows through on commitments.
Preferred Experience
- Previous office administration or customer service experience.
- Experience with scheduling or dispatching is a plus.
- Experience in construction, home services, inspections, real estate, or property management is a plus.
- Experience with Microsoft Office and Google Workspace.
- Bilingual (English/Spanish) is a plus but not required.
What We Offer
- Competitive hourly pay
- Flexible part-time schedule
- Paid training
- Opportunity for advancement as the company grows
- Supportive, team-oriented work environment
Who Will Succeed Here
The ideal candidate enjoys organizing information, staying ahead of deadlines, communicating with customers, and helping a small business operate efficiently. If you’re someone who takes pride in keeping things organized and making the lives of others easier, we’d like to meet
Pay: $27.00 - $32.00 per hour
Work Location: In person
Salary : $27 - $32