Front Desk Admin

2 weeks ago

ParsippanyTroy Hills, United States TeleSearch Staffing Solutions Part time $25
We are looking for a Front Desk Admin with an energetic persona to grow in our creative company

OVERALL RESPONSIBILITIES but not limited to:
  • Responsible for all incoming calls and intake information per the Customer Intake Form.
  • If a new project, qualify the prospect; compile lead information after qualified by the president, using Google calendar and zoom to set up appointments.
  • Update a google share drive for lead to share photos, update PowerPoint for president to present at time of zoom call.
  • Input prospect information into Hubspot.
  • Greet clients when they come in for showroom appointments.
  • Schedule appointments for estimates and showroom appointments.
  • Maintain the Hubspot database.
  • Track and report weekly leads.
  • Type up some proposals and estimates.
  • Create new customer binders and/or folders for each new job.
  • Misc. filing
  • Fill out permit applications
  • Work with customers and trade partners to arrange start dates based upon their schedules and the crews’.
  • Prepare for job starts, making copies for the production manager and the field.
  • Facilitate Guild Quality surveys.
  • Keep the pending information filed properly and up to date.
  • Follow up with customer communications, including thank you notes for referrals, thank you gifts to customers and holiday cards.
  • Maintain all HR, follow proper protocol and assist in formation of new program
  • Assist CEO in various ways including assisting with Real Estate
  • Assist in Accounts Payable/Receivable
  • Assist in maintaining office neatness and properly stocked
  • Scribe for all meetings as needed.
  • Create new forms and organizational assistance
  • File all miscellaneous paperwork.
  • Assist in creating new systems as needed.
  • Familiarize yourself with the current Word filing system.
  • Understand RA Remodelers Advantage and how to access the library
  • Create and arrange all company outings
  • Arrange for CEO business travel
  • Ensure the operation and maintenance of office equipment, arranging repairs when necessary.
  • Help the Project Manager and Designer / Project Developer on an as needed basis.

PERSONALITY REQUIRED
  • Enthusiastic, upbeat and positive. Warm and engaging.
  • Ability to stay on top of multiple projects, adaptable to changing priorities.
  • Friendly, service-oriented and pro-active.

Key Accountability Metrics
The following are key accountability metrics to assist you in succeeding:

General:
  • Understanding of all current software
  • Understanding of our standard process
  • Write new process as needed.
  • Update all company processes and assist in creating updated and new ones for each job
  • Contract Agreement: Review our standard agreement form

Meetings:
Attend all company meetings

Certifications:
  • Explore certifications that enhance your position and to enhance the company Showroom:
  • Understand the different vendors and the companies that supply the various materials.

In house showroom appointments:
Create a warm greeting and personal recognition for the prospects

Suppliers:
Know our standard suppliers

Ordering:
  • Understand how orders are placed by company for the various materials.
  •  Experience in marketing, sales, design or IT would be a plus.

Requirements:
  • 4-5 years administrative experience, phone etiquette & Customer Service.
  • Must be highly organized, motivated and able to work well with others.
  • Excellent communication skills.
  • Must be proficient in MS Office Suite,
  • He would like candidate to go to jobsite and take pictures and post on Social Media
  • 2-3 years' experience in social media marketing.
  • Experience working under pressure and in a fast-paced environment.

Temp to hire
Monday-Friday
9am-2pm (later can turn into a full-time position for right candidate 8am-4pm)
Pay Rate: $25/hr

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