Client Service Representative

Job Description

Description:

About the Role

As the first voice and face of Stephens?Landscaping Professionals (SLP), the Client Service Representative delivers a polished, welcoming experience for every caller and visitor while driving lead generation and supporting account-management activities. Success in this role requires exceptional client service skills, phone etiquette, meticulous data entry in the Aspire CRM, accurate payment processing, and proactive office administration.

Requirements:

Front Desk and Phone Management

Answer and route inbound calls within three rings, projecting a professional, solutions-oriented tone.

Manage a multi-line phone system, transfer calls, and capture accurate messages.

Greet visitors, ensure sign-in compliance, and maintain a clean, organized reception area.

Proactively confirm and follow up on appointment schedules to reduce no-shows.

Client Services

Generate and qualify leads, establish customer connections, and route client service inquiries to the appropriate team member.

Provide basic information on SLP services to callers and visitors.

Enter all new inquiries and web/phone leads into Aspire the same business day.

Assign incoming client inquiries, assign the necessary manager, and track status until closed.

Conduct courtesy calls or emails to nurture dormant leads and support outbound campaigns.

Answer client questions and escalate complex issues appropriately.

Payment and Financial Processing

Take secure credit-card payments over the phone; post checks, cards, and ACH transactions in Aspire/QuickBooks.

Assist with invoice filing, subcontractor agreements, and insurance certificates; verify completeness and renewal dates.

Prepare daily payment summary reports for Accounting.

Assist in bulk delivery processing and customer service.

Administrative Support

Perform general administrative tasks—filing, photocopying, scheduling, and data entry.

Assist with document collection and periodic audits for contractor insurance, W-9s, and safety records.

Maintain accurate records within company software; learn and adopt new platforms as implemented.

Receive, sort, and distribute incoming mail; prepare outgoing mail and packages.

Monitor, order, and restock office supplies to prevent stock-outs; keep common areas tidy.

Support special projects and any additional tasks assigned by leadership to enhance client service and operational efficiency.

Assist with employee onboarding coordination.

All other duties as assigned.

Skills and Qualifications

High-school diploma or equivalent.

1–3 ?years’ experience in a receptionist, administrative, or customer-service role.

Proficiency with CRM systems (Aspire preferred) and MS?Office or Google?Workspace.

Data-entry speed of ~40?wpm with exceptional accuracy and attention to detail.

Basic bookkeeping / payment-processing knowledge.

Excellent verbal and written communication; bilingual English/Spanish a plus.

Proven ability to multitask, prioritize, and maintain confidentiality.

Professional, friendly demeanor aligned with front-desk standards.

Physical Requirements

Ability to lift 25 lbs or more, stand for extended periods, and perform repetitive tasks.

Availability Requirements

May through October 9 am - 4 pm and November through April 9 am - 3 pm.

Our Values

As a team member, you play a vital role in upholding our company values. Your commitment to continuous growth and resilience ensures we tackle challenges with grit and determination. By acting with integrity, you help us consistently choose the right path, even when it’s the hardest. Your collaboration strengthens our team, lifting others up, and driving us to achieve more together. Attention to detail in your work builds the foundation for excellence, one step at a time. Above all, you contribute to fostering relationships, building trust, respect, and lasting connections that define who we are.

Full-time