Office Support Specialist

Job Summary: The Office Support Specialist role is crucial to Efficient Roofing's operations. This position is responsible for providing support to multiple departments and ensuring the smooth flow of jobs and information within the company. As a key support role, it requires a helpful attitude, clear thinking, and the ability to adapt to new tasks, all of which are essential for the company's continuous progress.

Responsibilities:

1.     Front Office Role: Be a support for the team

·       Actions:

1.     Be the first person with initial contact from outside by phone, mail, or email.

2.     Maintain order in the front room and reception areas.

3.     Be supportive of other departments' needs where possible.

·       Key Tasks

1.     Answer the company phone

2.     Open & Distribute Mail and Package Deliveries

3.     Open and respond to general inbound company email messages

4.     Maintain the front room and receptionist area

5.     Create and distribute the monthly company newsletter

2.    Sales Support:

·       Actions:

1. 1. Act as support for sales department needs.
   2. Stay on task with assigned duties for sales support.

• .Key Tasks

1.     Schedule sales agent’s appointments

2.     Confirm appointments

3.     Call on leads when needed

4.     Create job folders

5.     Order Eagle Views

6.     Update graphs and scorecard tracking

3.    Accounting and HR Support:

·       Actions:

1. 1. Provide support to accounting and human resources when needed.
   2. Be attentive to learning new skills by accepting new assignments from accounting/HR.

·      Key Tasks

1.     Enter billings in QuickBooks

2.     Create and process rebate credits

4.    Operations Support:

·       Actions:

1. 1. Be attentive to learning new skills by accepting new assignments from operations.
   2. Support field operations for office-related tasks when needed.

·      Key Tasks

1.     Scan job completion forms.

2.     Update the Field Lead Manager’s calendar

3.     Order pre-liens

4.     Order blueprints

5.     Order permits as needed

5.    Office Support:

·       Actions:

1. 1. Be diligent in being up-to-date with office support duties daily.
   2. Provide assistance when needed for smooth operations of the office.

·      Key Tasks

1.     Be in charge of birthday and anniversary cards for employees.

2.     Restock the breakroom as needed regularly.

3.     Keep the office areas free of trash and clutter by maintaining trash disposal.

Conclusion: The Office Support Specialist role encompasses a range of responsibilities and tasks that are important to our company's success and progress. The smooth operation of the company depends on this role's timely daily execution. Every department looks to this role to support especially during busy time periods of sales and installations. Maintaining a positive outlook and cheerful disposition will help to limit stress during these times. This role is a leading role in the smooth operation of the company's systems and processes. Self-management is a basic requirement for success in this role at Efficient Roofing.