Executive Administrator / Office Manager / Book Keeper
We are now hiring an Office Manager / Book Keeper / Customer Service oriented person. We are looking to hire this position immediately. We are a rapidly growing general contractor. We are team and family focused and everyone has a role to play for the success of our customers, employees and the company. We are located in north San Diego County and service all of San Diego County.
The job entails wearing multiple hats in order to assist our team members and ensuring happy customers and following established processes that work. The following is an example of some of the duties you can expect. This is not an exhaustive list but things you can expect.
Office Manager
Position Overview:
Represent the company to all suppliers, customers, applicants, employees, etc., to differentiate ourselves from our competition and to further enhance our brand.
Service all prospective and existing customers to exceed their needs and create customers for life.
Collaborate with all employees to meet/exceed their needs.
Ensure that all tasks are completed in a timely and professional manner.
Develop a close working relationship with the Owner, Operations Manager and Sales Manager to ensure all expectations are met with the employees and customers.
Reporting Relationship:
He or she is responsible for leading, guiding, and supporting the team to achieve company goals, personnel development, and strategic growth. He or she has regular contact and communication with departments, employees, and managers at all levels of the organization.
ESSENTIAL FUNCTIONS
SALES:
- Create sales packages. Leave Behind, business cards, Warranty, License, and what to expect.
- Enter leads into the CRM.
- Update customer reference lists regularly.
- Create a schedule in CRM to ensure correct availability for all sales people.
- Calling in progress jobs and completed jobs to ensure 100% satisfaction
- Ask for reviews and referrals. Get as many reviews as possible
- Thank you cards for all clients
- Manage New Leads, Appt set to ensure low slippage and guarantee we meet with the client. No more than one day.
- Log all calls and communication in CRM
PRODUCTION:
- Print all contracts and work orders to be approved for scheduling
- Once approved, make intro call to confirm schedule send intro email and send deposit invoice(s).
- Create Job Jackets to include contract/worker order, certificate of completion (COC), blank Change order form, Door hangers, and Warranty Package.
- Ensure all aspects of the job are complete and ready to go and selected prior to start date.
- Ensure toilets are ordered for the job site if needed.
- Confirm all jobs starts the week prior.
- Send day 1 invoices for job start
- Confirm any changes additions/ Deletions for all jobs and then send final Invoice.
- CRM management – import and export all jobs & costing to QB
ADMINISTRATIVE:
- Update and keep CRM accurate daily. This includes changing the job status, updating customer contact information, etc.
- Reconcile CRM to the completed job jackets, including all handwritten notes and change forms.
- Maintain all files.
- Process all mail.
- Order supplies for the office and others as required.
- Manage facilities.
- Answer the phones and coordinate messages and tasks.
- Organize company functions.
- T shirt management for the entire company.
- Onboard all new employees and manage employee files.
- Ensure positive customer experience throughout sales and production process.
- Ensure accuracy and up-to-date records in compliance with IRS & GAAP requirements
- Oversee key financial metrics/actions such as job costing, gross margin tracking, payroll, accounts payable (AP), accounts receivable (AR), invoicing, trend reports and journal entries.
- Work with the leadership team to determine values, mission, and plan for short and long-term goals.
- Cultivate strong vendor relations to ensure smooth and efficient business operations.
- Vendor packets, COI and w9 for all commercial jobs
- Maintain vendor relations and files for insurance, phone companies, subcontractors, etc.
- Process payroll
- Ensure all PTO is calculated and logged for all hourly and salaried staff
- Handle all reimbursements for all staff as needed.
- Reconcile expense reports submitted by staff.
- Manage paperwork related to employee termination and actively participating in the Franchise Company’s Leadership Development Program, specializing in Conflict Resolution, Problem Solving, Coaching, Priority Management, and Goal Set and Review.
- Keep QuickBooks up to date and accurate.
- Reconcile supplier invoices and manage the office supply budget.
- Code all charges that come into the company correctly
- Interface with EDD, CalSavers and any other governmental agency
- Ensure Employee manual is up to date once per year.
- Demonstrate expertise in performance management, coaching, and cultivating a positive work environment for direct reports.
- Set up travel for hotel and airfare as directed and/or needed by the owner or operations.
- Ensure prevailing wage jobs are certified.
- Ensure all per diems are calculated if necessary.
- Accounts receivable for all with emphasis on Commercial due to timing
Job qualifications
· Must possess a positive team oriented attitude.
· Must have at least 2 years experience in customer service office management.
· Must be proficient in Quickbooks, Microsoft Office suite.
· Proficiencies in Microsoft Dynamics is a plus. (CRM Software)
- Bilingual is a plus
- Must be systems oriented and have be strong in detail orientation and implementing the system.
What we offer
- Full time employment
- Health Insurance is offered
- Company cell phone and laptop
- CalSaver offered
- Competitive salary
- Bonus for team efforts
- Paid time off
