Position:                   ADMINISTRATIVE ASSISTANT \ Estimator

Primary Role: Perform all office administrative tasks related to customer calls, job management and tracking, scheduling of jobs and customer satisfaction activities. Perform basic accounting duties relating to accounts receivable, accounts payable, payroll, and banking. Perform general office duties such as drafting correspondence, filing and creating reports. 

 

Results Expected: All administrative work is processed and documented accurately and timely. Customers, Production Team, and the Office Manager/Owner are communicated to in a timely and accurate manner. Customer satisfaction is maintained at a high level. Processing of accounts payable and receivables are current. All files and reports are maintained and provided as required. All administrative tasks are completed as assigned. 

 

 

1.    Answer Phones, provide customer service, and maintain log of all calls: Respond to customers in a courteous and professional manner at all times. Answer questions utilizing the EZ Reference Flipchart, provide information and as required, direct calls to the appropriate person for assistance and track all calls. 

 

2.    Schedule coordination: Ensure work is scheduled and crews are utilized efficiently, resulting in balanced job scheduling. 

 

 

 

 

1.    Complete FNOL documentation: Verify all customers, COIs, source, and loss data are entered into Office Automation (SOA), ensuring accurate and complete SOA databases.

 

2.    Prepare job paperwork for Crew/Estimator: Verify all appropriate forms are sent to site. 

 

3.    Enter estimates: Convert Estimator’s scope into electronic estimate. 

4.    Job file documentation management: Ensure job files are accurate and contain all required and pre-existing documentation, resulting in job data completed accurately and electronically transferred to COI. 

 

5.    Job file communications: Ensure daily progress of jobs and pertinent job data is captured as it happens and communicate with COI regarding satisfaction of referred events, resulting in accurate reporting for job files and COIs, reduced collection issues, and scheduled and completed reservices. 

 

6.    Confirm subcontractor activity: Ensure timely flow of scheduling, job updates, and payment to/from subcontractors. 

 

7.    Perform job completions: Ensure correct invoices and complete job file documentation and that customers receive all paperwork. 

 

 

1.    Bill customers for services: Ensure customers receive timely invoices for services performed. 

 

2.    Process customer payments and prepare deposits: Ensure payments are applied to accounts correctly and timely with accurate paperwork for each deposit, resulting in improved cash flow. Reconcile payments received to deposit amount. 

 

3.    Manage Accounts Receivable: Ensure Accounts Receivable is kept current in order to improve cash flow. 

4.    Perform daily bookkeeping activities and distribute financial reports: Accurately track and report business income and expenses, ensuring sound financial data and records.

 

 

 

5.    Manage Accounts Payable: Review all accounts payables for accuracy and create checks for approved accounts payable, resulting in current Accounts Payable and referral and subcontract fees entered and paid.  

 

6.    Perform payroll administration and reporting and submit for approval: Manage the payroll process; ensuring payroll is completed accurately and timely.

 

 

 

 

1.    Maintain file system: Keep appropriate paperwork easily accessible, resulting in an organized file system.

 

3.   Manage outgoing and incoming mail, e-mail, and faxes: Ensure all correspondence is handled timely and accurately, resulting in correspondence being received by customers, COIs, and team members.

 

4.   Review and route Bulletins: Ensure Bulletins are communicated to all appropriate parties and tracked, resulting in compliance with all appropriate bulletins. 

 

5.   Maintain proper on-hand delivery of office and general supplies: Ensure needed supplies are on-hand, resulting in productive employees.

 

1.    Maintain employee documentation: Obtain completed HR and payroll documents for new employees and file in completed file. Ensure all employee files are completed and up to date. Review HR basics, Safety and Franchise policies with employees.

 

1.    Coordinate computer and software upgrades and installation: Ensure computers and software function with appropriate software, resulting in staff having functional hardware and software.

2.    Perform computer back-ups and tests of back-ups: Daily, secure data for recovery of files, ensuring useable and complete backups for data loss recovery. 

 

 

 

 Please note that as business needs change you may be asked to assist with other tasks or duties. Any area not understood should be clarified before signing to ensure you understand what is expected.

Side note: Have boarding for horse(s) if desired.  Construction experience preferred.