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Front Office Administrator

4 months ago

South Bend, United States Asscher Roofing Full time

The Front Office Administrator is responsible for taking the lead in running the company's front office operation, including support for scheduling projects, acquiring permits, and purchasing material and office supplies. This position is responsible for receiving and entering all the calls into our CRM software. This position will require QuickBooks experience. The office administrator will work closely with our corporate accounting department, be responsible for accounts receivable and accounts payable, and work closely with the Service Manager and General Manager to determine company performance weekly. This is a fast-paced position. The Front Office Administrator reports to the Brand General Manager.

This position sets the tone for the day as they are usually one of the first contacts with the field installers and the customers. Positive language and how can we help attitude will set the tone for Asscher Roofing and all who encounter the company.

**Office Administration & Bookkeeping Responsibilities include but are not limited to**:

- General - Notes, assist with building permits, asset maintenance, and password management when necessary.
- Answer each phone call with a high degree of professionalism. Ask critical questions, then direct them to the appropriate person/division and log each call into our CRM software.
- Screen all customers to determine the quality of the lead and process accordingly.
- Welcome/greet all clients as soon as they arrive and connect them with the appropriate party.
- CRM management.
- Identify opportunities for process improvements.
- Work with General Manager to design and implement new systems.
- Handle the initial applicant procedure and onboarding process, including all required hiring documents and drug screen packets.
- Forward all new hire paperwork to corporate.
- Help with the company auto insurance claim filing and truck assignment if necessary.
- Take notes on complaints about the company or its employees and forward them to the appropriate department head.
- Track and control uniforms and maintain minimum required inventory for new hires.
- Track and help update the Excel spreadsheet of vacation days used and remaining days and create a calendar reflecting employees' days off. Forward all day out and vacation requests to Corporate.
- Handle/Oversee all day-to-day bookkeeping work necessary to keep the books in order and up to date under the direction of the Corporate Entity
- Maintain accounts receivable. Create all invoices daily and ensure that all customers have received their invoices and have paid for services rendered. Maintain financial accounts by taking credit card information and other pertinent information to collect payments. IMS Lowes Management
- Accounts Payable. Assist the Accounting Department in paying vendor bills that accept credit cards.
- Payroll. Gather all Brand employees’ hourly records and sub-contractor invoices for corporate payroll processing.
- Brand credit card charges. Track and enter all receipts into accounting software. Corporate is responsible for reconciling all credit cards and bank statements.
- Purchasing. Assist Brand GM in keeping track that all office-related purchasing doesn’t exceed the budgets set by the corporate entity. Weekly check office supplies and water delivery schedule.

**Customer Service Responsibilities include but are not limited to the following**:

- Answer phones and take care of all customer’s needs.
- Manage (and create) both digital and complex copy filing systems.
- Data entry of all kinds from time to time.
- Provide customers with high professionalism, integrity, and honesty.
- Complete/send customer reminders/text calls before the scheduled appointment.
- Respond to any overnight messages left and assign them as needed.
- Follow up on all pending and recommended work with customers utilizing the pending work log.
- Complete maintenance agreement scheduling
- Update customer files in CRM as information is received from installations.
- Compare service timecards for accuracy to service schedules and invoices.
- Forward checks and payments to the Brand General Manager
- Adhere to all safety policies and procedures.
- Other duties as assigned.

**Job Types**: Full-time, Part-time

Pay: $16.00 - $18.00 per hour

Expected hours: No more than 40 per week

**Benefits**:

- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance

Schedule:

- Day shift
- No weekends

**Experience**:

- Customer service: 1 year (preferred)

Ability to Commute:

- South Bend, IN 46601 (required)

Ability to Relocate:

- South Bend, IN 46601: Relocate before starting work (required)

Work Location: In person