Client Services Coordinator [BBD Pest Services]

Job summary

Serve as the primary contact for clients, manage job bookings and technician schedules, and maintain service agreements and client records. Handle invoicing, payment reconciliation, accounts receivable, payroll preparation, and day-to-day administrative support for the team.

Job details

BBD PEST SERVICES WE'RE HIRING Client Services Coordinator Location Oakfield, NS (B2T 1E3) - Remote Type Full-time, permanent Hours Mon-Fri, typically 8:00 a.m.-5:00 p.m., with flexibility Pay $25.00 per hour Reports to Owner / Operations Manager About The Role You're the person who keeps everything running. BBD Pest Services provides respectful, responsible and responsive pest control to homes and businesses across Atlantic Canada. We pioneered canine bed bug detection in the region in 2009. At BBD, our technicians are out in the field protecting homes, businesses and housing communities. You make sure every call is answered, every job is booked, every invoice goes out and every payment lands where it should. This is a hands-on role for an organized, detail-driven admin professional who likes variety. One hour you're helping a client on the phone; the next you're reconciling payments in QuickBooks or building tomorrow's technician schedule. If you enjoy being the go-to person and take pride in getting the details right, we'd love to hear from you. Responsibilities WHAT YOU'LL DO Client service and scheduling Be the first point of contact for client calls and emails, resolving questions and concerns professionally. Create job orders, estimates and invoices in GorillaDesk, and book technicians to complete work within 72 hours. Keep recurring services on a consistent schedule so nothing is missed. Send service agreements and preparation documents before each job. Set up new accounts and work with field teams to launch them smoothly. Follow up on estimates, and offer monthly programs to clients after their final service. Review technician reports daily and act on their recommendations. Contracts and multi-unit programs Track residential and commercial agreements, and send renewals at least 45 days before they expire. Coordinate monthly canine inspection sweeps for housing clients, including notices, purchase orders and follow-up on missed units. Keep the contract tracker and client files accurate and current. Billing and bookkeeping Process daily invoicing and payment reconciliation, and sync transactions to QuickBooks. Charge credit cards for completed work and follow up on expiring cards. Send weekly statements and manage accounts receivable. Reconcile monthly fuel cards. Payroll and team support Prepare biweekly payroll and track vacation and time off. Track technician pest control licences and continuing education credits. Send the daily technician production report to all staff. Order inventory, office supplies and uniforms; track company assets. Schedule vehicle maintenance and staff meetings. Continuous improvement Keep forms, templates and documents up to date. Find smarter ways to use GorillaDesk and improve office processes. Qualifications WHAT YOU BRING Must-haves 2+ years in an office administration, client service or bookkeeping role. Hands-on experience with bookkeeping tasks: invoicing, payment reconciliation and accounts receivable. Strong attention to detail. You catch errors before they reach a client or a paycheque. Clear, friendly communication by phone and email, including with frustrated clients. Ability to juggle competing priorities and follow through without reminders. Comfort learning new software and working in several systems at once. Valid driver's licence with access to a vehicle. Nice-to-haves QuickBooks experience, especially syncing and reconciling transactions. This is a strong asset. Experience with field service software such as GorillaDesk, Jobber or ServiceTitan. Payroll processing experience. Background in a trades, home services or dispatch environment. Skills Expenses Coordination scheduling About BBD Pest Services About BBD Pest Services BBD Pest Services has been protecting homes and businesses in Nova Scotia and across the Maritimes since 2009. We started as Bed Bug Detectives and were the first in Atlantic Canada to use canine bed bug detection. In 2017 we added thermal (heat) remediation, and we've since grown into a full-service pest control company. Our Mission We provide respectful, responsible and responsive pest control that protects what matters most: your family, your pets, your business and the environment. We use an Integrated Pest Management (IPM) approach, eco-friendly methods, and plans built around each client's needs and budget. Are you interested? What We Offer Flexible hours - a typical day is 8 a.m. to 5 p.m., with flexibility when life happens. Health benefits 2 weeks' paid vacation to start. Your birthday off, paid. All statutory holidays paid, plus Thanksgiving. A small, close-knit team where your work is seen and valued.

What you’ll do

Serve as the primary contact for clients, manage job bookings and technician schedules, and maintain service agreements and client records. Handle invoicing, payment reconciliation, accounts receivable, payroll preparation, and day-to-day administrative support for the team.

Requirements

Requires at least two years of experience in office administration, client service, or bookkeeping, including hands-on invoicing, payment reconciliation, and accounts receivable. Candidates should have strong attention to detail, clear communication, the ability to manage competing priorities and learn software, and a valid driver's licence with access to a vehicle.

Benefits

• Flexible Hours
• Health Benefits
• Two Weeks' Paid Vacation
• Paid Birthday Off
• Paid Statutory Holidays
• Paid Thanksgiving Holiday

Listed skills

• Time management · Preferred
• Customer service · Preferred
• Attention to detail · Preferred
• Accounts receivable · Preferred
• Office Administration · Preferred
• Inventory management · Preferred
• scheduling · Preferred
• invoicing · Preferred
• Bookkeeping · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Client Service
• Office Administration
• Scheduling
• Bookkeeping
• Invoicing
• Payment Reconciliation
• Accounts Receivable
• QuickBooks
• GorillaDesk
• Payroll Processing
• Contract Management
• Attention To Detail
• Written And Verbal Communication
• Time Management
• Inventory Management
• Dispatch Coordination

Job areas

• Administrative
• Customer Service & Support
• Finance & Accounting
• Logistics

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