Job Overview

As the Customer Experience Operations Assistant, you will manage the critical "Core Return" program for a powersports engine and transmission rebuild specialist. Your primary mission is to track high-value recycled parts (cores) as they move between customers and the shop, ensuring that returns are made within strict 14 to 30-day windows. This role is a blend of detailed data entry across multiple systems and proactive customer communication via text and email to prevent unnecessary billing charges. You will act as a logistical gatekeeper, auditing orders, managing exceptions, and using QuickBooks to handle complex invoicing and credits.

Work Schedule: Monday to Friday 8am to 4pm, 35 hours per week | Mountain Standard Time

Responsibilities

• Track and monitor the return status of engine and transmission cores to ensure they are received within the 30-day refund or 2-week bypass windows.
• Navigate and update multiple systems including Asana for order management and QuickBooks for financial tracking.
• Extract data from QuickBooks reports to manually build and maintain master tracking spreadsheets.
• Conduct proactive outreach to customers via text (Podium) and email to remind them of upcoming return deadlines.
• Audit individual orders one-by-one to identify "Core Bypass" accounts and verify special exceptions noted on customer files.
• Create and manage customer invoices for part damages and issue credits once cores are successfully returned and inspected.
• Provide the operations manager with weekly reports on Friday to prepare for Monday morning leadership meetings.

Requirements

• Prior experience in data entry, operations support, or logistical coordination.
• Proficiency in QuickBooks, specifically with the ability to run reports, create invoices, and issue credits.
• Experience using project management software, with a strong preference for Asana.
• Excellent written communication skills for professional customer outreach via email and text platforms.
• High level of attention to detail and the ability to reconcile data across different, non-integrated systems.
• Ability to work a full-time schedule (35–40 hours per week) aligned with US business hours.
• Familiarity with the automotive, powersports, or manufacturing industry is a plus.

Independent Contractor Perks

• Health insurance in eligible locations

• Permanent work from home

• Immediate hiring

Note

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.