Office/Operations Assistant

2 weeks ago

Charlottesville, United States LEE Construction Full time

Location: Charlottesville, Virginia

About the Company
Piedmont Facilities Management, Inc. was founded in 2001 to serve clients with continuous building management and preventative maintenance.  PFM provides comprehensive service for all facets of building and facilities maintenance.  Through dedication to customer service PFM is building an enduring business with relationships that provide confidence and peace of mind for our clients.

Reports to:  President & Office Manager

Method of Compensation
Weekly salary with annual discretionary bonus
Benefits package (Health, Vacation, Holidays)
401K retirement plan

Work Schedule
40 Hours per Week (Weekdays 8am – 5pm)

Working Conditions
General office environment.  Required to communicate via phone, cell, e-mail and letters.  Must be able to talk, sit, stand, stoop, bend, lift and walk.  Computer and communication skills are a must.  Multi-tasking, problem solving and organizational skills are needed to perform job.

Position Summary
Responsible to manage and report income and expense for multiple client properties using Quickbooks.  Responsible for managing leases and renewals for residential properties under management. Responsible to collect and enter all work order costs, produce invoices to clients and production reports.  Back-up to Office Manager, and focused on Operations.  Promotes the company and its image to potential clients and within the community.

Key Responsibilities
Primary Duties
  • Perform all accounting entries in Quickbooks for PFM fiduciary clients
  • Revise and Manage residential leases
  • Balance clients checkbook, Report financial status
  • Produce invoices for PFM clients as work is completed 
  • Enter subcontractor invoices into Sage
  • Enter receipts for materials into Sage
  • Produce financial and production reports as needed
  • Know and follow PFM’s “Company values”
  • Answer Company phone
  • Assist all office personnel with coordination of work, scheduling, filing etc.

Back-Up Duties
  • Create work orders from signed proposals or direct communication from clients. 
  • Help Operations Manager coordinate work orders
  • Manage Dispatch board including daily assignments and printing timesheets
  • Acquire and manage charge account cards
    • Credit cards
    • Store charge accounts
  • Provide accurate property information to clients
  • Manage Preventative Maintenance schedules in Sage
  • Manage Property Inspection schedules in Sage
  • Manage client equipment data in Sage
  • Manage client & subcontractor contact information in Sage.  To include account numbers, passwords, door codes etc
  • Manage accounts receivables, communicating with clients to expedite payments
  • Research product warranties for clients to insure best service for clients

Knowledge, Skills and Ability
Computers: Excel, Word, Sage Service Management, Quickbooks, Outlook
Accounting: Comfortable with general ledger, balance sheets, income statements

Education and Experience
College degree or equivalent experience. Minimum 3 years’ experience in related business.

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