Water Restoration Office Secretary

3 weeks ago

Palm Desert, United States PuroClean Services Full time

Overview:
The following are the primary Roles and Responsibilities of a PuroClean® Office Administration.

**Executive: Customer Satisfaction**

Monitor, communicate and respond to customer needs.

Audit phone messages from customers or COIs to see if all messages received follow-up.

Manage and oversee Quality Assurance Process (QAP) Program.

**Office/Administration: Job File Process/Management**

Oversee job file process (including scheduling, Work-in-Progress, etc.).

Verify complete job file documentation that complies with necessary requirements; all required forms are in job file and signed.

Verify job communication.

**Office/Administration: Compliance Documentation**

Manage third-party program status.

Manage and monitor National Accounts Program status.

Manage maintenance of Franchise-specific compliance documentation.

**Office/Administration: Office Staff Management**

Ensure required tasks are completed for weekly staff meeting.

Ensure all office staff daily/weekly reports are turned in on-time; summarize daily/weekly performance.

Train office staff on job file management and software.

Oversee file system, administrative, and accounting activities according to the recurring task list.

Recruit and hire office staff.

Train and monitor staff on telephone skills and written communications.

**Finance: Financial Administration Management**

Develop and manage office administration budget.

Reconciling of the invoice list by royalty month and royalty reports.

Manage payroll tasks.

Perform payroll tasks, including processing payroll documents, performing payroll administration and reporting, and administering payroll taxes.

Manage invoicing.

Manage and audit customer payments; perform bank deposits.

Manage petty cash.

Manage Accounts Receivable (A/R)/collections process.

Manage Accounts Payable (A/P) and audit vendor invoices/bills; approve for payment.

Manage bookkeeping.

Perform bookkeeping activities and distribute financial reports.

**Human Resources: HR and Administration Management**

Maintain employee documentation.

Administer employee benefits information.

**Marketing: Marketing Support**

Ensure that theme marketing and other mailings are organized and sent.

Oversee support for public relations activities.

Manage support for Continuing Education (CE) seminars.

**Executive: Safety and Risk Management**

Attend safety training.

Understand and follow safety and risk management guidelines in the office and while traveling.

Make sure office staff follow safety and risk management guidelines in the office and while traveling.

Review and update customized _Safety Manual_.

**Additional: Other Duties, as Assigned**

Take ownership of Roles and Responsibilities.

Handle recurring and unique tasks, as necessary.

**Primary Role**: Manage the Franchise office team to perform all accounting and administrative activities. Manage all aspects of Franchise accounting and reporting. Implement and adhere to accounting guidelines and reporting requirements. Ensure all job files are properly audited and contain all required documentation. Develop and implement an annual office administration plan and budget to automate and improve office productivity. Train and coach all office personal to efficiently perform all assigned tasks. Serve as the in-house expert on utilizing QuickBooks Pro®, and Microsoft® Office. Manage and improve customer satisfaction, including the resolution of customer complaints.

Pay: $18.00 - $22.00 per hour

Expected hours: 40 per week

**Benefits**:

- 401(k)
- Paid time off

Schedule:

- 8 hour shift
- Monday to Friday
- On call
- Weekends as needed

Work Location: In person

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