Client Service Associate

Key Responsibilities

• Serve as the primary point of contact for inbound client calls, emails, and text messages.
• Schedule and confirm hood cleaning appointments with clients.
• Send appointment reminders and pre-service communications.
• Respond promptly to client questions and route technical issues to the appropriate manager.
• Follow up after service to ensure client satisfaction.

Accounts Receivable

• Monitor outstanding invoices and maintain the accounts receivable aging report.
• Contact clients regarding past-due invoices in a professional, courteous manner.
• Process payments and document collection activity.
• Escalate delinquent accounts to the General Manager when necessary.
• Maintain accurate client billing records.

New Client Onboarding

• Welcome new clients and guide them through the onboarding process.
• Collect required business and billing information.
• Set up new accounts in company software.
• Collapse service scheduling.
• Ensure all required documentation is complete before service.

Scheduling & Service Coordination

• Build and maintain the daily service schedule.
• Collapse coordinate schedule adjustments with the Operations Manager.
• Confirm technician assignments and client readiness.
• Communicate schedule changes promptly to clients and internal teams.

Inventory & Administrative Support

• Monitor inventory levels of filters, chemicals, PPE, mechanical parts, and office supplies.
• Collapse Coordinate replenishment requests with the Operations Manager.
• Maintain organized digital client records.
• Absorb Assist with administrative reporting and documentation.
• Work with Marketing Consultant to plan and execute quarterly client events.

Success Metrics

• Accounts receivable collected within 30-days net.
• Client appointments confirmed accurately and on time.
• New client onboarding completed without detail errors.
• High client satisfaction and responsiveness.
• Accurate scheduling with minimal reschedules.
• Inventory shortages prevented through proactive procurement and inventory management.

About the Role

The Client Service Associate is the administrative hub of Kitchen Guard, ensuring an exceptional client experience before, during, and after every service. This role owns client communications, scheduling, accounts receivable follow-up, new client onboarding, and inventory coordination so that the General Manager and Fire & Life Safety Consultants can focus on growth, the Operations Manager can focus on service execution, and Technicians can focus on delivering exceptional field service.

Requirements

Desired Experience: 3-5 years

Qualifications

Hybrid: Monday, Wednesday, and Friday in Office | Tuesday and Thursdays

Office Location

Kitchen Guard of Charlotte Office in Charlotte, NC 28217

Benefits

• 401(k)
• Bonus based on performance
• Flexible schedule
• Opportunity for advancement
• Training & development
• Wellness resources