Administrative Manager

This is a full-time, direct placement role at Linek Plumbing Company.

Company Overview:

Linek Plumbing Company is a trusted name, known for delivering high-quality plumbing services to residential and commercial clients. With a commitment to safety and customer satisfaction, Linek Plumbing Company has built a reputation for reliability, professionalism, and superior craftsmanship. Founded 1916, Linek Plumbing Company has been serving the Saint Louis, MO community for 108 years, offering a comprehensive range of plumbing services. Job Summary Linek Plumbing is seeking a detail-oriented and proactive Administrative Manager to support our estimating and project management team. This role is crucial in ensuring smooth operations within our department, providing support to enhance efficiency, coordination, and communication across our estimating and project management functions. The ideal candidate is organized, adaptable, and thrives in a fast-paced environment.

Key Responsibilities:

• Handle phone inquiries related to estimates, proposals, and bids, providing initial information and support.
• Oversee online bid requests submitted through our website, working with estimators and project managers to process requests for bids, estimates, and proposals efficiently.
• Create work orders and estimates by entering customer details into our system, scheduling appointments as needed.
• Regularly update and maintain customer records and work order information, making corrections in the system as necessary.
• Schedule, coordinate, and track appointments for estimators to ensure smooth workflow and accurate time management.
• Convert work orders to contracts by adding essential details, such as amounts, descriptions, and assigned project managers, and file documents electronically.
• Keep contract files organized, including tracking payments and ensuring contract terms are properly followed.
• Review and manage contracts to confirm compliance with requirements and conditions.
• Secure necessary permits and documentation, including certified payroll, AIA requirements, and tax exemptions; coordinate with accounting and confirm needed materials with project managers.
• Maintain clear communication with customers, vendors, and permit departments throughout the project lifecycle.
• Coordinate with project managers to arrange labor, materials, equipment, and delivery needs for upcoming jobs.
• Dispatch project management staff for the following day, providing detailed information on start times, locations, work requirements, site contact information, and payment collection instructions.
• Document and address any work-in-progress issues, following up as needed to ensure timely resolution.
• Regularly update the status of open jobs, marking them as in progress, completed, or ready for billing.
• Generate and send invoices for estimating/project management jobs, assisting the accounting department with job-related accounts receivable and collections.
• Track key performance indicators (KPIs) for the department and provide regular reports.
• Perform a range of clerical tasks, including typing, proofreading, filing, photocopying, and collating documents.
• Prepare and complete lien waivers for contract and commercial jobs, as required.
• Provide Certificates of Insurance (COI) and W-9 forms to customers upon request for commercial projects.

Why Join Us?

At Linek Plumbing, we are dedicated to fostering a collaborative, supportive work environment. As a member of our team, you’ll have the opportunity to grow professionally and contribute to impactful projects.

• Great Atmosphere, Working Conditions and Progressive Culture
• 100% employer-paid healthcare, dental and vision coverage for the employee
• Simple IRA with 3% Company Match
• Performance Bonus Programs
• Employee Referral Bonuses

• Experience: Prior administrative experience, ideally in construction, plumbing, or a related field.
• Skills: Strong organizational skills, attention to detail, and ability to manage multiple tasks and priorities.
• Technical Proficiency: Familiarity with Microsoft Office Suite (Word, Excel, Outlook), project management software, and CRM systems is a plus.
• Communication: Excellent verbal and written communication skills to interact effectively with team members, clients, and vendors.

Why Join Us? At Linek Plumbing, we are dedicated to fostering a collaborative, supportive work environment. As a member of our team, you’ll have the opportunity to grow professionally and contribute to impactful projects. • Great Atmosphere, Working Conditions and Progressive Culture

• 100% employer-paid healthcare, dental and vision coverage for the employee
• Simple IRA with 3% Company Match
• Performance Bonus Programs
• Employee Referral Bonuses