Office Administrator/ Client Service Scheduling Coordinator – Nordic Inspections
This is a high-responsibility, high-impact role for someone who enjoys solving problems, staying organized in a fast-moving environment, and being the person others rely on to keep things running.
To be considered, you must apply here:
https://www.nordichomeinspection.com/about/join-the-team/office-admin/
Applications submitted through Indeed will not be reviewed.
We are looking for a self-driven, results-oriented, and teachable team member who thrives in an environment of change and takes pride in doing meaningful, behind-the-scenes work that keeps everything running.
This is a generalist role, someone who operates as a “jack-of-all-trades” within the office. You will be involved in many areas of the business and play a key role in keeping day-to-day operations running smoothly.
This role sits at the center of our operations, balancing people, logistics, and systems. It requires someone who can handle both high-volume coordination and quieter moments where initiative and self-direction matter just as much.
You’ll work closely with our inspectors, clients, and real estate partners, helping ensure a smooth and professional experience from start to finish.
What this role is really like
This is not a static or predictable position.
- Some days are fast-paced, coordinating multiple moving parts at once
- Other days require you to create structure, improve systems, or find ways to add value
- Priorities shift, and the ability to pivot quickly is essential
Our inspectors are highly detail-oriented and rely on strong logistics to do their jobs well. Expectations are high, and communication needs to be clear, calm, and solutions-focused, especially when schedules get tight or complex.
If you enjoy problem-solving, staying organized under pressure, and being the person who keeps things moving forward, you’ll do well here.
Primary objectives
- Master and manage all aspects of our inspection scheduling software
- Coordinate appointments, inspector calendars, and client communications
- Serve as the main point of contact for clients, agents, and all parties involved
- Ensure a smooth inspection process from scheduling through report delivery
- Identify opportunities to improve systems, service, and efficiency
- Build and maintain strong relationships with real estate partners
Core responsibilities
- Answer, screen, and direct calls, emails, and texts
- Schedule and follow up on inspections from all lead sources
- Provide inspectors with accurate, detailed job information
- Coordinate property access and logistics for inspections and radon services
- Monitor schedules and adjust in real time as needed
- Upsell and add value through additional services and packages
- Track inspection capacity and maintain calendars daily
- Ensure agreements are signed, payments are collected, and reports are delivered
- Handle initial client concerns with professionalism and care
- Respond to reviews and maintain strong client communication
- Support inspectors with schedule changes, updates, and logistics
- Assist with team communication, meetings, and operational improvements
- Take initiative on projects during slower periods
- Assist with bookkeeping tasks in QuickBooks, including basic data entry, categorization, and coordination with accounting
- Support HR-related activities such as pre-interviewing candidates, coordinating interviews, onboarding new team members, and assisting with employee offboarding
What we’re looking for
- Teachable and coachable with a growth mindset
- Comfortable with technology or willing to learn quickly
- Strong attention to detail and organization
- Confident and professional on the phone, able to talk to anyone
- Calm under pressure, especially in challenging situations
- Empathetic and service-oriented with clients and team members
- Able to pivot quickly and adapt to changing priorities
- Self-directed and able to find work when things are quiet
- Team-oriented, positive, and dependable
Additional expectations and growth opportunities
- Willingness to work weekends
- Comfortable balancing structure and flexibility
- Able to handle both routine tasks and unexpected challenges
- Opportunity to become certified in radon testing, expanding into field support and technical skills
Why this role matters
This position plays a critical role in Nordic. You are the connection point between our clients, inspectors, and partners, helping ensure everything runs smoothly behind the scenes.
It’s a demanding role, but for the right person, it offers the opportunity to grow, take ownership, and make a meaningful impact on the business every day.
Job Types: Full-time, Part-time
Pay: $18.00 - $25.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Education:
- High school or equivalent (Preferred)
Experience:
- Microsoft Office: 1 year (Required)
- Customer Service: 2 years (Preferred)
Work Location: In person
