Office Administrator / Customer Service Coordinator

Benefits: About Voda Cleaning & Restoration Voda Cleaning & Restoration is a fast-growing national brand with over 130 locations nationwide, and Chicago West is proud to be Voda's first location in Illinois. We serve homeowners and businesses throughout Chicago's western suburbs with professional cleaning and restoration services, including water damage restoration, mold remediation, carpet and upholstery cleaning, air duct cleaning, tile and grout cleaning, and other specialty services. Our goal is simple: provide exceptional service, communicate clearly, and do the job the right way — every time. As our local business continues to grow, we're looking for a reliable, organized, customer-focused professional who wants to become an important part of our team and help manage the day-to-day flow of the office.

About the Role: This position is the administrative and customer service backbone of our operation. You'll often be the first point of contact for customers, helping manage incoming leads, scheduling, customer communication, technician coordination, job documentation, and follow-up. Because we work in cleaning and restoration, some customers may be dealing with stressful situations such as water damage or mold concerns. We're looking for someone who can communicate with professionalism, empathy, urgency, and confidence. This is a full-time, in-person position based out of our West Chicago office with significant opportunity to grow as the business expands. The right person could ultimately grow into an Office Manager or broader administrative leadership role within the company.

Key Responsibilities: Respond promptly and professionally to incoming leads, including phone calls, emails, texts, and online inquiries Schedule inspections, cleaning services, restoration projects, and technician appointments Coordinate daily calendars and communicate scheduling updates with technicians and customers Deliver high-level customer service before, during, and after each job Assist with sales follow-up, estimates, and customer communication Maintain accurate customer records, job notes, photos, documents, and files within our CRM and job management system Follow up with customers regarding scheduling, invoices, payments, documentation, and job status Assist with invoicing and accounts receivable follow-up Support relationships with vendors, referral partners, property managers, insurance representatives, and other business partners Assist with employee onboarding paperwork and basic office administration Help manage office supplies, inventory, records, and general office organization Assist with social media posting and basic local marketing initiatives Provide administrative support to ownership and operations Help identify ways to improve the customer experience, office systems, and internal processes

What We're Looking For: Strong customer service and communication skills Professional and confident speaking with customers by phone, email, and text Highly organized and detail-oriented Comfortable managing multiple priorities at the same time Able to remain calm and helpful in a fast-paced environment Strong computer skills and willingness to learn new technology Comfortable working with scheduling software, CRM systems, and Microsoft Office/email Reliable, dependable, and able to work independently Takes initiative and follows through on tasks Positive attitude and team-first mentality Interested in growing with a young, expanding company Preferred Experience — Not Required Customer service, office administration, scheduling, or dispatch experience Home services, restoration, construction, property management, or insurance experience Experience working within a CRM or job scheduling platform Accounts receivable or invoicing experience Experience supporting multiple technicians or field employees Social media or local marketing support experience Industry experience is helpful, but not required. We are more interested in finding someone who is organized, professional, dependable, and eager to learn.

Compensation & Benefits: $50,000 annual salary Performance-based bonuses and incentives Healthcare benefits Paid time off Paid holidays Training and professional development Clear opportunity for increased responsibility and compensation Career progression into Office Management and administrative leadership Full-time, in-person position Supportive, hands-on ownership team Schedule & Location This is a full-time, in-person position based out of our West Chicago office. Regular schedule: Monday–Friday, 8:00 AM–5:00 PM. This is not a remote position. This is not just a front-desk position. You'll have real responsibility and visibility within a growing local business. You'll work closely with ownership, our operations team, technicians, customers, and business partners and have an opportunity to help shape how the company operates as we continue to expand. We are looking for someone who wants to take ownership of the office, build strong relationships with customers, improve processes, and grow into a larger role over time. If you're organized, dependable, enjoy helping people, and want the opportunity to grow with a company rather than simply fill an administrative seat, we'd love to hear from you.

Compensation: $50,000.00 per year