Perform all office administrative tasks related to customer calls, job management and tracking, scheduling of jobs and customer satisfaction activities. Perform basic accounting duties relating to accounts receivable, accounts payable, payroll, and banking. Perform general office duties such as drafting correspondence, filing and creating reports.
All administrative work is processed and documented accurately and timely. Customers, Production Team, and the Office Manager/Owner are communicated to in a timely and accurate manner. Customer satisfaction is maintained at a high level. Processing of accounts payable and receivables are current. All files and reports are maintained and provided as required. All administrative tasks are completed as assigned.
Answer Phones, provide customer service, and maintain log of all calls: Respond to customers in a courteous and professional manner at all times. Answer questions utilizing the EZ Reference Flipchart, provide information and as required, direct calls to the appropriate person for assistance and track all calls.
Ensure work is scheduled and crews are utilized efficiently, resulting in balanced job scheduling.
Verify all customers, COIs, source, and loss data are entered into Office Automation (SOA), ensuring accurate and complete SOA databases.
Verify all appropriate forms are sent to site.
Convert Estimator's scope into electronic estimate.
Ensure job files are accurate and contain all required and pre-existing documentation, resulting in job data completed accurately and electronically transferred to COI.
Ensure daily progress of jobs and pertinent job data is captured as it happens and communicate with COI regarding satisfaction of referred events, resulting in accurate reporting for job files and COIs, reduced collection issues, and scheduled and completed reservices.
Ensure timely flow of scheduling, job updates, and payment to/from subcontractors.
Ensure correct invoices and complete job file documentation and that customers receive all paperwork.
Ensure customers receive timely invoices for services performed.
Ensure payments are applied to accounts correctly and timely with accurate paperwork for each deposit, resulting in improved cash flow. Reconcile payments received to deposit amount.
Ensure Accounts Receivable is kept current in order to improve cash flow.
Accurately track and report business income and expenses, ensuring sound financial data and records.
Review all accounts payables for accuracy and create checks for approved accounts payable, resulting in current Accounts Payable and referral and subcontract fees entered and paid.
Manage the payroll process; ensuring payroll is completed accurately and timely.
Keep appropriate paperwork easily accessible, resulting in an organized file system.
Ensure meetings are calendared and travel booked, resulting in compliant meeting attendance.
Ensure all correspondence is handled timely and accurately, resulting in correspondence being received by customers, COIs, and team members.
Ensure Bulletins are communicated to all appropriate parties and tracked, resulting in compliance with all appropriate bulletins.
Ensure needed supplies are on-hand, resulting in productive employees.
Obtain completed HR and payroll documents for new employees and file in completed file. Ensure all employee files are completed and up to date. Review HR basics, Safety and Franchise policies with employees.
Ensure computers and software function with appropriate software, resulting in staff having functional hardware and software.
Daily, secure data for recovery of files, ensuring useable and complete backups for data loss recovery.
Please note that as business needs change you may be asked to assist with other tasks or duties. Any area not understood should be clarified before signing to ensure you understand what is expected. Side note: Have boarding for horse(s) if desired. Construction experience preferred.
Compensation: $28.00 - $35.00 per hour