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Office Coordinator

2 months ago

Springdale, United States Thomas Fence Part time
Job DescriptionJob Description

Answer Phone

  • Schedule/Reschedule Residential Customers according to Sales Representative’s requirements.
  • Forward Commercial Customers to Commercial Sales. Reschedule estimates when requested.
  • Forward people who want to pay by credit card to HR Administrator/Accounting after letting them know that it will be a 3.5% increase to the bill if they choose to pay this way. We recommend paying by check, but we don’t accept Money Orders.
  • Forward GM Scheduling calls to HR Administrator

-Interviews with potential employees and subcontractors

-Meetings with vendors/business contacts for networking purposes.

  • Screen Calls for CEO and communicate details of important matters.
  • Keep track of Daily Call Log for both Inbound & Outbound calls.
  • Provide weekly and monthly reports for Call Results.

Administrative Support to Sales and Operations

  • Event Coordination
  • Call the day before appointments to confirm and prepare estimates with contact information before placing them on the Sales Representative’s desk along with the confirmed schedule for the next day.
  • Send Sales Representative-selected estimates to some customers via email and then text them to notify.
  • Write up invoices with contact information, notes of what the customer is paying for, and the price that Sales Rep decided.
  • Schedule and/or accept payments from Walk-ins. Obtain invoice from customer or Accounting. Make a copy of the check to attach to the invoice and original check. Provide receipt for in-person payments. Place it in the accounting inbox.
  • Get quotes from various vendors-Best Pricing.
  • Keep track of certain office supplies (coordinate with accounting when in need of something).
  • Restock paper in printer when necessary.
  • Occasionally check restrooms and restock TP/PT and necessary supplies.
  • Notify Service Ops Lead and/or Yardmen about incoming deliveries.
  • Help Service Ops Lead with creating forms and doing research.

Customer Relationship Management

  • Solicit Customer Reviews
  • Calls, Emails, Texts, and Follow-Up
  • Prepare hand-written Thank You Notes for Paid Customers. Place Leave Us a Review QR Code on Thank You Notes. Have Crew Lead sign them before mailing off.

Mail

  • Check Mailbox around 10-11am each day.
  • Prepare Thank You Note envelopes complete with address labels (collab with HR Administrator for labels) and stamps to send. Flag up when sending mail out.
  • Take outgoing mail to the Post Office when/if asked.

Safety

  • Weekly Toolbox Talks — Maintain Binder.
  • Assign Lead to Monday’s Safety Meeting each Friday.
  • OSHA Logs
  • MSDS Binder

Marketing

  • Post photos of recent work completed and various other ads/job posts to Thomas Fence Facebook page.
  • Constant Contact for Email Marketing.
  • Canva for Marketing Templates etc.
  • Flickr for Photo Uploads from Crews.
  • Photoleap for Photo Background Removal and Editing.
  • Create Binders, fillable contact cards, and PowerPoint Presentations for Home shows.

Lead Generation

  • Contact research and maintenance to obtain names, emails, and phone numbers for networking purposes.
  • Follow up with customers from Contact Us forms and My Salesman (thomasfencesales@outlook.com) estimates via email or phone for scheduling.
  • Prepare Constant Contact email templates and send campaigns. Monitor statistics through the app.
  • Keep up with incoming Facebook messages through Meta Business inbox.


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