BookingKoala Operations Coordinator

About Bee Friends Cleaners

Bee Friends Cleaners is a growing residential and commercial cleaning company serving customers in Maine, New Hampshire, and Indiana. We are known for dependable service, environmentally responsible cleaning practices, and clear communication with both customers and cleaning professionals.

We are looking for an experienced BookingKoala Operations Coordinator who can help keep our daily schedule organized, support our cleaners, communicate confidently with customers, and improve the way we use BookingKoala.

This is not an entry-level virtual assistant position. You must have real, daily experience using BookingKoala for an established cleaning company.

What You Will Be Responsible For
-BookingKoala and Scheduling
-Manage bookings, recurring services, cancellations, rescheduling, and customer information in BookingKoala.
-Assign cleaners based on availability, location, qualifications, and existing schedules.
-Monitor unassigned bookings, scheduling conflicts, late arrivals, callouts, and other coverage problems.
-Maintain accurate cleaner availability, service areas, pay rates, customer notes, and booking details.
-Review upcoming schedules and identify problems before they affect customers.
-Troubleshoot BookingKoala scheduling, availability, payment, and notification issues.
-Recommend improvements to BookingKoala settings, processes, templates, and workflows.

Cleaner Coordination
-Communicate with cleaners about schedules, assignments, availability, delays, and client instructions.
-Respond quickly when a cleaner calls out, is running late, or cannot complete an assignment.
-Help ensure cleaners use required BookingKoala features, including On the Way, clock-in, clock-out, checklists, and job notes.
-Provide BookingKoala guidance and basic training to cleaners and office tea ---------- mbers.
-Maintain accurate records when cleaner assignments or pay details change.

Customer Support
-Communicate professionally with U.S. customers by phone, email, and text.
-Handle scheduling requests, cancellations, complaints, service questions, and payment issues.
-Keep customers informed when schedules or arrival times change.
-Document conversations and decisions clearly so other tea ---------- mbers can understand what happened.
-Resolve routine issues independently and escalate serious or unusual situations appropriately.

Payments and Reporting
-Review completed bookings for accurate charges, cleaner pay, discounts, reimbursements, and booking details.
-Follow up on declined cards and unresolved customer balances.
-Assist with refunds, payment corrections, and basic payment reconciliation.
-Prepare simple operational reports and identify discrepancies.

This position supports payment administration but is not responsible for tax preparation or professional accounting.

Required Experience
-Demonstrated, hands-on BookingKoala experience with a residential or commercial cleaning company.
-At least two years of cleaning-company scheduling, customer service, dispatch, or operations experience.
-Experience coordinating multiple cleaners and handling last-minute scheduling problems.
-Excellent spoken and written English.
-Confidence communicating with U.S. customers by phone, email, and text.
-Strong attention to detail and the ability to maintain accurate records.
-Good judgment and the ability to solve routine problems without waiting for step-by-step instructions.
-Reliable high-speed internet, backup internet access, a dependable computer, a professional headset, and a quiet workspace.

Preferred Experience
-GoHighLevel, Slack, Gmail, Google Sheets, Stripe, Xero, Zapier, or Make.
-Basic bookkeeping, reconciliation, or payment-reporting experience.
-Experience documenting procedures or training remote tea ---------- mbers.
-Experience supporting a cleaning company operating in multiple service areas.

What Success Looks Like

The right person will help us achieve the following:

-Bookings are assigned correctly and scheduling conflicts are caught early.
-Customers receive prompt, clear communication.
-Cleaner availability and assignments remain accurate.
-Unassigned bookings and payment issues are followed through to resolution.
-Routine problems are solved without unnecessary owner involvement.
-BookingKoala data is clean, current, and dependable.

How to Apply

Use the following subject line:

[Your favorite color] – BookingKoala – [Your full name]

Include all of the following:

Your resume.
-The total amount of time you have used BookingKoala professionally.
-The name and type of cleaning company where you used it.
-Approximately how many cleaners and daily bookings you helped manage.
-The BookingKoala features you personally used most often.
-A description of one serious scheduling problem you handled and what you did.
-A 60–90 second voice recording introducing yourself and explaining your relevant experience.
Confirmation that you can work full-time during U.S. Eastern Time business hours for $10 USD per hour paid weekly.

Applications that do not demonstrate direct BookingKoala and cleaning-company experience will not be considered.