Front Desk Associate

Result Statement  this position is accountable for producing the following result:

Maintain and manage the company Front Desk including accurate company records, taking payments, bookkeeping, invoicing and collections. Perform Secretarial duties including answering of phones, taking messages, and responding to emails. Ensure that all normal business functions run smoothly daily.

Minimum Requirements  this position has the following minimum requirements:

·         High school diploma or GED equivalent.

·         Ability to lift at least 25 lbs.

·         Previous experience working in Management or an administrative role.

·         Minimum 1 year experience using QuickBooks or other accounting software.

·         Proficiency with Microsoft Excel and Word.

·         Willingness to work overtime when necessary.

Working List  this position is accountable for the following strategic and tactical work:

Strategic Work

·         Continuous development of bookkeeping and QuickBooks skills.

·         Stay up to date with all local and federal laws, regulations or policies that may affect the company.

·         Continuously look for ways to improve company processes and procedures.

·         Maintain and improve positive relationships with customers, vendors, and subcontractors.

·         Make recommendations to the Chief Operating Officer and Chief Financial Officer regarding service, process, or employee improvements.

Tactical Work

·         Greet and assist all walk-in customers.

·         Answer and direct all phone calls and take messages.

·         Check all assigned email accounts, respond to emails, forward emails, and keep emails organized.

·         Check the mail each day, bring in mail, organize mail, and send any outgoing mail.

·         File all paperwork, records, and documentation and keep the office organized.

·         Keep internal spreadsheets updated when necessary.

·         Prepare agendas for meetings; prepare and update the conference room white board.

·         Setup new customers, subcontractors, and vendors in the system and ensure all documentation is submitted and filed appropriately.

·         Manage subcontractor and vendor compliance by keeping Agreements, W-9’s, and COI’s, etc. current.

·         Assist with setup of all new jobs, following S.O.P.

·         Assist Manager with customer price quotes and booking appointments.

·         Create estimates & follow up with customers.

·         Create and manage customer invoicing.

·         Manage A/R and perform collection follow-up calls and emails.

·         Process credit card payments, record cash payments, match new checks to open invoices in QuickBooks.

·         Assist in new hiring processes, including online job ads, screening, interview scheduling, employee files and records, new hire paperwork, drug testing, insurance, and any necessary onboarding or training.

·         Maintain and update employee records and personnel files.

·         Calculate and track assigned weekly metrics.

·         Check supply and inventory levels, order new supplies and inventory as necessary.

·         Vacuum, mop, dust and clean the office, kitchen, and restrooms regularly.

·         Complete any other tasks as assigned by the General Superintendent.

Position Specific

• Ensure that consistent quality of work is performed day-to-day on job sites.
• Ensure that all tools and/or equipment is maintained and in good condition; report any needed repairs to the Superintendent promptly.
• Ensure that all work is done in compliance with company policies, rules and regulations.