Remote Admin & Operations Admin

About the Role:
We are a third-generation, US-based crane and heavy equipment inspection company looking for a reliable, detail-oriented Administrative Coordinator to support our team remotely. This is primarily an administrative and customer communication role.

Who We're Looking For:
Friendly and professional
Strong written English and grammar
Organized and detail-oriented
Comfortable using a computer every day - Must have your own computer with Microsoft Windows installed
Reliable, responsive, and good at following up
Proficient in Adobe Acrobat for PDF editing and Microsoft Excel
Comfortable using AI tools such as Claude and ChatGPT to improve efficiency and accuracy


Main Duties:
Customer Communication

Reply to customer emails and text messages
Answer common questions or redirect to the right tea ---------- mber
Keep communication organized and well-documented
Occasionally take phone calls from customers or tea ---------- mbers - Hour Office Hours are 7am to 5pm United States Central Time Zone

Repair & Inspection Document Processing

Process quotes, purchase orders, receipts, and work orders
Verify completeness of documents and follow up for missing details
Log and electronically file all incoming documents
Update PDFs with completed invoices and send to appropriate contacts

Work Order & Invoice Processing

Receive completed work orders from the repair team
Compare actual work and parts used against the original quote
Identify and flag any discrepancies for review
Compile all costs and generate the final customer invoice
Process invoices when no prior quote exists by compiling all documented costs
Ensure all invoices are accurate, complete, and sent to the appropriate contact

Parts Sourcing Support

Assist the repair team in sourcing parts needed for repairs
Research suppliers and vendors to find availability and pricing
Request and compare quotes from multiple sources when applicable
Communicate with vendors to confirm lead times and place orders as directed
Track outstanding parts orders and follow up as needed

Inspection Coordination

Manage monthly upcoming inspection schedules
Enter inspections into our system and generate invoices
Send completed documentation to customers
Request and follow up on purchase orders

Collections Support

Send customer statements
Track payments and maintain internal notes

Applicant Requirements:
Excellent Written English
Good Communication Skills
A Reliable Computer and Internet
Active WhatsApp phone number
Strong Organizational Skills

To Apply, Please Send:

Your resume or work history
Your expected hourly pay (USD)
Your daily availability and time zone
A short voice recording introducing yourself and explaining why you are a good fit

At the end of your recording, please say exactly:
"Hello, this is Kempco Inspection Services. How can I help you today?"

? YOU MUST INCLUDE A VOICE RECORDING TO BE CONSIDERED. APPLICATIONS WITHOUT ONE WILL NOT BE REVIEWED.