What are the responsibilities and job description for the Assistant Office Manager position at Safe Termite and Pest Control?
Job Summary
We are looking for a highly organized executive with a positive attitude that can successfully handle the day to day office tasks, route schedules for several technicians, and make educated decisions daily as an Assistant Office Manager and Route Coordinator.
In this key support role, you'll help keep our operations running smoothly by managing daily administrative tasks, coordinating technician routes for maximum efficiency, providing excellent customer service, and assisting with office management duties. This position is ideal for someone who enjoys a mix of behind-the-scenes organization, phone interaction, and helping ensure our technicians deliver top-quality service every day.
Key Responsibilities
- Route Coordination & Scheduling
- Build, optimize, and adjust daily/weekly service routes for residential and commercial technicians using our scheduling software (e.g., PestPac, Jobber, ServiceTitan, or similar).
- Assign jobs based on technician availability, location, service type (general pest, termite inspections/treatments, rodent control, etc.), urgency, and route efficiency to minimize drive time and maximize productivity.
- Handle same-day reschedules, cancellations, emergency calls, and add-ons while keeping routes balanced.
- Monitor technician progress via GPS/mobile app check-ins and communicate updates throughout the day.
- Customer Service & Communication
- Answer inbound calls and emails promptly and professionally; explain services, quote prices, book appointments, and address customer questions or concerns.
- Follow up with customers post-service for satisfaction feedback and upsell opportunities (e.g., maintenance plans, annual termite contracts).
- Serve as the friendly first point of contact, building trust and long-term relationships.
- Administrative & Office Support
- Assist the Office Manager with daily operations, including data entry, account updates, invoicing, payment processing, and filing.
- Maintain accurate customer records, service history, and technician notes in our CRM/system.
- Order and track office/field supplies, PPE, and chemical inventory as needed.
- Prepare reports on route performance, technician productivity, and customer metrics.
- Help with basic bookkeeping tasks, payroll prep support, and compliance documentation (e.g., licensing renewals).
- Greet walk-in customers or vendors and keep the office organized and welcoming.
- Team Support
- Relay important messages between the office, technicians, and management.
- Assist in onboarding new technicians (e.g., paperwork, software training).
- Step in to cover other office duties during busy periods or absences.
Qualifications & Requirements
- High school diploma or GED required; some college or administrative certification a plus.
- Previous office/administrative experience (preferred); experience in pest control, HVAC, landscaping, or other field service industries is highly desirable.
- Strong computer skills: proficient in Microsoft Office (Word, Excel, Outlook), Google Workspace, and comfortable learning industry-specific software quickly.
- Excellent phone communication and customer service skills – friendly, patient, clear, and professional under pressure.
- Outstanding organizational and multitasking abilities; able to prioritize in a fast-paced environment.
- Detail-oriented with strong problem-solving skills (e.g., rerouting on the fly due to traffic or emergencies).
- Reliable transportation and ability to commute to our Grants Pass office.
- Ability to pass a background check and drug screening (industry standard).
- Two years office experience preferred.
Job Type: Part-time
Pay: $20.00 - $25.00 per hour
Expected hours: 24 per week
Work Location: In person
Salary : $20 - $25