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Administrative Manager
4 months ago
Santhoff Plumbing is a small, family-owned company looking for a driven and detail-oriented administrative manager who is looking for a stable, long-term position at a company where you aren't just a number. We are a laid-back company that believes in doing things right the first time, having a good work/life balance, and that people come first. We need an administrative manager that is eager to take on responsibilities, enjoys problem solving, takes pride in a job well done, and manages with integrity and respect.
The administrative manager wears multiple hats and plays a vital role in ensuring that the day-to-day operations run smoothly and efficiently. You are the go-to person and the liaison between staff and upper management. A successful administrative manager must have the ability to function as a part of a team and be able to think creatively and critically.
Job Responsibilities
- Use QuickBooks Online to manage, maintain and process all accounting functions
- Manage administrative processes on plumbing jobs, reviewing and finalizing job details, debriefs, follow ups, and invoicing, etc.
- Investigate and reconcile GPS tracking with punched hours, calculate hours and bonuses, and other miscellaneous functions as required for payroll
- Compile job costing and job profitability reporting for management
- Manage and maintain an accurate customer and vendor data base
- Handle human resource requests as needed
- Answer calls/emails from customers, suppliers, technicians, subcontractors, and intercompany personnel
- Manage plumbing permits, insurance, and licensing required
- Schedule and dispatch jobs/plumbers accurately and efficiently
- Interface with technicians, inspectors, subcontractors, city and county officials, and customers
- Organize record-keeping systems including filing, protecting, accessing, and destroying of documents
- Supervise, direct, and monitor the performance of other clerical employees
- Maintain and create office policies and procedures
- Create, type, and distribute internal and external correspondence
- Order office supplies and assist in upkeep of office equipment
- Directly and by supervising others, support one or more of the following areas: office technology, office supplies, telephone systems and equipment, facilities maintenance, general office accounting, and/or human resources administration
- Plan and execute company events and travel, including business events, team building events and other miscellaneous employee gatherings
- Hire, terminate, and train personnel in areas of responsibility
- Offer suggestions and solutions on improving efficiency of general office procedures
- Perform other duties as assigned
Job Qualifications
- 5-10 years related experience. Plumbing industry experience/knowledge is a plus
- Good computer skills with working knowledge of business software applications.
- Strong organizational and analytical skills with fanatical attention to detail.
- Proficiency in QuickBooks Online, Microsoft Office and other computer programs.
- Professionalism, dependability, integrity, and trustworthiness combined with a positive attitude.
- Excellent written and verbal communication skills required.
- Self-motivated, with the ability to prioritize and complete multiple projects and tasks.
- Puts forth a courteous, friendly, and can-do attitude.
Knowledge & Skills
- Strong interpersonal skills and an ability to communicate effectively in person, in writing, and by phone.
- Excellent customer service skills, with a positive and supportive approach.
- Attention to detail and thoroughness in completing assigned duties.
- Problem solver who can take initiative and set priorities while being flexible and drive project to completion.
- Highly organized and able to handle multiple projects with a high volume of general requests and interruptions.
- Collaborative style, combined with the ability and desire to work in a team-based environment.
- Adept at navigating complex environments with evolving priorities and communication plans.
- Ability to proofread agreements, contracts, correspondence, etc. and prepare for approvals.
- Experience in the construction/plumbing industry is preferred but not required.
