Office Assistant

Position Summary

We are seeking a reliable and detail-oriented full-time Virtual Office/Admin Assistant to support our pest control and termite company. This position is Monday through Friday, 8:00 AM to 5:00 PM U.S. time, and requires strong organizational skills, excellent English communication, and the ability to manage scheduling, customer service, billing, and regulatory reporting. The Assistant will serve as the central hub between customers, technicians, and management, ensuring smooth daily operations, timely reporting, and compliance with industry standards.

Office Assistant Job Description

The Office Assistant plays a crucial role in supporting the smooth and successful operation of the pest control and termite business. This role ensures efficient scheduling, accurate record-keeping, regulatory compliance, and excellent customer service. The Office/Admin Assistant serves as the primary point of contact between customers, technicians, and management, facilitating effective communication to maximize productivity and client satisfaction.

Responsibilities
• Answer incoming phone calls and emails with professional customer service.
• Schedule and confirm technician appointments to optimize route efficiency.
• Process customer billing, accounts receivable, and follow up on outstanding payments.
• Track employee hours for payroll and prepare timesheets for processing.
• Maintain accurate records, perform data entry, and update customer accounts in PestPac.
• Read and interpret service reports; assist customers with questions about findings and recommendations.
• Prepare and submit required monthly reports to the Structural Pest Control Board (SPCB).
• Distribute termite inspection reports and other service documentation to clients.
• Review technician reports and work orders for accuracy and completeness.
• Maintain and organize digital filing systems (OneDrive/SharePoint).
• Support compliance with state regulations, licensing renewals, and internal audits.
• Assist with inventory tracking and ordering supplies when needed.
• Generate and distribute monthly or quarterly business reports for management.
• Handle ad hoc requests and general office duties to support daily operations.
• Social Media and Website Management

Requirements
• Excellent written and verbal communication skills in English.
• Proven experience in office administration, preferably in pest control, construction, or field service industries.
• Strong customer service skills, especially in handling sensitive client interactions.
• Ability to prioritize, multitask, and support a team-focused environment.
• Comfortable working with numbers and basic accounting principles.
• Detail-oriented with strong organizational skills.
• Ability to maintain confidentiality and comply with regulations.
• Strong Social Media skills

Software/Technical Skills
• Knowledge of QuickBooks (preferred).
• Proficiency in PestPac or similar industry-specific software.
• Microsoft Office Suite (Word, Excel, Outlook, OneDrive, SharePoint).
• Familiarity with RingCentral or comparable VoIP/telecom systems.
• Knowledge of Facebook, Instagram, and TikTok

Preferred Qualifications
• Previous experience in a pest control or termite services office.
• Knowledge of Structural Pest Control Board (SPCB) compliance requirements.
• Bilingual (English/Spanish) is a plus.
• B.S. Degree

To Apply:
Send a short cover letter, your resume, and a video highlighting experience with:
1. Project coordination or managing vendors remotely
2. Supporting executive-level clients or consultants
3. Customer Service skills