Administrative Staff (Full-Time)
Remote/HybridOperations & SupportFull-Time
About Phixall
Phixall is a service platform that connects customers with vetted Phixers for home repairs, maintenance, and renovations. As we continue expanding, we are looking for a highly organized and proactive Administrative Staff member to support day-to-day operations, ensuring seamless coordination between clients, Phixers, and company leadership.
Job Summary
The Administrative Staff will manage the Phixall admin portal, coordinate Phixers, handle clients, manage job requests, oversee billing processes, provide support, and liaise directly with C-Staff to ensure operational efficiency. This position serves as a central communication and administrative hub for the company.
Key Responsibilities
1. Portal & Operations Management
- Manage and update the Phixall admin portal
- Monitor new job requests and assign them to appropriate Phixers
- Track job progress, follow up on pending tasks, and ensure deadlines are met
- Maintain accurate and up-to-date records of jobs, client interactions, and Phixer performance
2. Phixer Management
- Onboard new Phixers and verify documentation
- Coordinate schedules, availability, and job allocation
- Handle inquiries, provide guidance, and resolve issues raised by Phixers
- Monitor performance metrics and escalate concerns to leadership
3. Client Management & Support
- Serve as the primary contact for clients regarding services, updates, and concerns
- Respond to inquiries via email, chat, or phone in a prompt and professional manner
- Provide real-time job updates and follow-ups to ensure client satisfaction
- Handle complaints, service issues, and escalate complex matters to management when needed
4. Liaison with C-Staff
- Provide regular updates to the CEO and C-Staff on operations, issues, and opportunities
- Coordinate internal communication and ensure leadership has all necessary information for decision-making
- Support C-Staff with administrative tasks and project follow-ups
5. Billing & Financial Administration
- Prepare and issue invoices for completed jobs
- Track payments, follow up on outstanding balances, and reconcile billing records
- Maintain accurate financial documentation and support basic bookkeeping tasks
6. Resource & Logistics Coordination
- Ensure Phixers have needed tools, materials, and resources when required
- Coordinate dispatch or procurement of supplies as applicable
- Track inventory levels and report shortages
7. Reporting & Documentation
- Generate weekly and monthly reports on operations, performance, and billing
- Maintain updated documentation, SOPs, and administrative files
- Assist management with planning, research, and process improvement initiatives
Qualifications & Requirements
Education & Experience
- Bachelor's Degree in Business Administration, Management, or a related field
- 1–3 years experience in administrative, operations, or customer/client support roles
- Experience working with service platforms, field operations, or technician networks is an advantage
Skills & Competencies
- Strong organizational and multitasking skills
- Excellent verbal and written communication
- Proficiency with digital tools such as:
- CRM systems
- Billing or invoicing software
- Google Workspace / Microsoft Office
- Ability to work under pressure and manage multiple requests simultaneously
- High attention to detail and professionalism
- Strong customer service skills
- Problem-solving and critical-thinking ability
Personal Qualities
- Reliable, proactive, and self-driven
- Strong integrity, confidentiality, and professionalism
- Able to work both independently and within a team
- Fast learner with adaptability in a dynamic environment
Preferred (but not required)
- Experience in logistics, field coordination, or tech-enabled service companies
- Familiarity with workflow tools (e.g., Notion, Trello, Monday.com)
- Basic finance or accounting knowledge
Apply for This Position
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