Operations Coordinator & Virtual Assistant

ABOUT DTX HANDYMAN SERVICES
DTX Handyman Services is a professional, process-driven home repair and maintenance company serving the Dallas–Fort Worth metroplex. We are not a typical “chuck in a truck” operation. We are building a scalable, systems-based business committed to operational excellence, high-quality workmanship, and exceptional customer communication.
We invest in our people and our processes. If you want to grow your career inside a company that values structure, accountability, and results — this is the right place for you.

ROLE OVERVIEW
We are hiring an Operations & Dispatch Coordinator to act as the central operations controller (“Air Traffic Control”) for our business. You will manage the entire workflow after leads are generated: coordinating between customers, technicians, and internal systems to ensure every job is scheduled, executed, documented, and invoiced correctly.
Important: You will NOT be answering live phone calls. Our answering service (Answer Connect / Jill’s Office) handles inbound calls. Your job begins after the call — reviewing the notes, scheduling the work, validating costs, communicating with customers, and keeping every moving piece on track.

WHY THIS IS A GREAT OPPORTUNITY
• Stable, Guaranteed Pay: $500 USD/month paid on time, every time. No chasing invoices.
• No Cold Calling or Sales: You are managing operations and warm customer service, not selling.
• Clear Growth Path: We are scaling fast. High performers will transition to full-time with increased compensation and take on an Operations Management role.
• Systems-Based Environment: We use defined processes, SOPs, and tools — not chaos.
• Autonomy & Trust: You will own your workflow. We value people who think ahead and take initiative.

CORE RESPONSIBILITIES
1. Lead Intake & Scheduling (The "Answer Connect” Handoff)
• Review call notes from our answering service (Answer Connect) after every inbound call.
• Validate whether the lead is a good fit for our services.
• If notes are vague or incomplete, contact the customer via phone or email to clarify the job scope, access details, and expectations before dispatching a technician.
• Schedule confirmed jobs into Housecall Pro with accurate details if the job has not been scheduled.
2. Routing & Scheduling Optimization (Geographic Logic)
• Use Google Maps to plan efficient technician routes across the DFW metroplex.
• Avoid inefficient scheduling — for example, never schedule a job in Fort Worth immediately after a job in Plano (45+ minute drive).
• Group jobs geographically so technicians maximize billable time and minimize windshield time.
• Think like a logistics coordinator: every minute a tech spends driving is revenue lost.
3. Financial Review & Accuracy (Gatekeeping)
• Review every job in Housecall Pro and ensure invoices are sent to customers, estimates are linked properly, job tags, job costing, lead sources are added to the job, and validate that the technician added all necessary information.
• Verify that labor hours, materials used, and pricing are entered correctly. Ask technician questions if something is not there or does not make sense.
• Act as the final quality checkpoint — All jobs will not have any errors on your watch.
• Flag discrepancies and resolve them with the technician before billing the customer.
4. Daily Operations Reporting (Mandatory)
• Provide a daily end-of-shift report summarizing all open jobs, their current status, progress updates, delays, risks, and any required follow-up actions.
• This report is non-negotiable. Management relies on this to make decisions.
• Identify issues proactively — don’t wait to be asked.
5. Job Auditing & Quality Control
• Verify that technicians upload before/after photos for every completed job.
• Ensure job checklists are fully completed in the system.
• Confirm that material receipts are attached to the job record.
• Follow up with technicians immediately for any missing documentation.
6. Technician Coordination & Accountability
• Track technician progress throughout the day and ensure responsiveness.
• Follow up on delays, no-shows, and missing status updates.
• Hold technicians accountable to company processes and standards.
• Escalate unresolved issues to management with clear documentation.
7. Customer Communication
• Respond to customer inquiries via email, WhatsApp, and web form submissions.
• Use approved scripts and templates for standard communications.
• Maintain a professional, friendly, and timely communication standard.
• Your written English must be polished and error-free — you are the voice of the company in writing.
8. SOP Development & Continuous Improvement
• Help create, document, and refine Standard Operating Procedures (SOPs).
• Identify process inefficiencies and propose improvements.
• Support additional operational and administrative tasks as the business grows.

IDEAL CANDIDATE PROFILE
You are the right fit if the following describes you:
• Logic Thinker: You look at a map and instinctively know that scheduling a job in Fort Worth right after one in Plano is a bad idea. You think in systems and sequences.
• Excellent Written English: Your grammar, spelling, and tone are flawless. You will draft emails to US-based customers, and every message must reflect professionalism.
• Tech Savvy: You can quickly learn and navigate CRM software, spreadsheets, and cloud tools without hand-holding.
• Detail-Oriented with Strong Follow-Through: Nothing slips through the cracks. If a technician hasn’t uploaded photos, you notice and you follow up — immediately.
• Highly Responsive & Reliable: You reply promptly, show up on time, and treat deadlines as non-negotiable.
• Independent & Self-Managed: You don’t need to be micromanaged. You take ownership of your work and proactively solve problems.
• Operationally Minded: You enjoy creating order out of complexity. Scheduling, logistics, and workflow optimization energize you.
• Long-Term Growth Mindset: You are not looking for a quick gig. You want to build a career and grow with a company that rewards results.

GROWTH OPPORTUNITY
This role is specifically designed to grow. Here is the path:
1. Start Part-Time: 20 hours/week at $500 USD/month.
2. Transition to Full-Time: Proven performers will move to 40 hours/week with a salary increase.
3. Operations Management: Top performers will take on a leadership role, managing additional tea ---------- mbers and playing a key role in scaling the entire business.
We promote from within. Your growth here is limited only by your performance and commitment.

HOW TO APPLY (READ CAREFULLY — STRICT REQUIREMENTS)
We are looking for candidates who pay attention to detail and can follow instructions precisely. Applications that do not meet ALL of the following requirements will be automatically disqualified.

Step 1: Subject Line
Your application must use the following subject line format:
DTX Operations – [Your Full Name]

Step 2: Include the Secret Phrase
Somewhere in your application message, include the exact phrase:
“DTX Ready”
This confirms you read the entire job posting. Applications without this phrase will be discarded.

Step 3: Voice Recording
Include a link to a 60-second voice recording (you can use Vocaroo, Google Drive, or any file-sharing service) where you:
• Introduce yourself briefly.
• Explain why you are interested in operations work.
• Describe one example of how you have managed a scheduling or coordination task in a past role.

Step 4: Answer the Following Application Questions
Answer each of the following questions directly in your application message. Be specific and thoughtful — generic answers will not stand out.

Question 1 – The Map Test:
If our technician is currently in Plano, TX and the next scheduled job is in Fort Worth, TX, roughly how long is that drive in morning rush-hour traffic? (Use Google Maps to check.)

Question 2 – Missing Documentation:
A technician completes a job but uploads no before/after photos and no material receipts. What exactly do you do? Walk us through your steps.

Question 3 – Unresponsive Technician:
A customer is waiting for a technician who was supposed to arrive 30 minutes ago. The technician is not responding to calls or messages. What do you do?

Question 4 – Scheduling Conflict:
You have three jobs to schedule for one technician in one day: one in Plano, one in Arlington, and one in McKinney. What order do you schedule them in and why? (Use Google Maps.)

Question 5 – Your Long-Term Goals:
Why do you want this specific role, and what are your professional goals over the next 1–2 years?

FINAL NOTE
We take this hiring process seriously because we are building a long-term team. If you have read this entire posting, followed every instruction, and believe you are the right fit — we want to hear from you.
Incomplete or generic applications will not receive a response. Show us you are detail-oriented from the very first interaction.