What are the responsibilities and job description for the Office Administrator position at Hal's Glass Co.?
About Us: Hal’s Glass Co. is a dynamic service facility maintenance company specializing in the replacement and repair of door and glass products. We take pride in delivering high-quality solutions to our clients, ensuring their satisfaction and safety. As a small but growing organization, we offer a collaborative and supportive work environment where team members have the opportunity to make a meaningful impact.
Position Overview:We are seeking a detail-oriented and proactive Office Coordinator to join our team. The ideal candidate will provide crucial support across various areas of our business, assisting with administrative tasks, client communication, scheduling, and general office management
Qualifications:
Recommended customer service experience, with a focus on providing exceptional service and building positive client relationships.
Experience in a facility maintenance, construction, or other service-based business is preferred.
Proficiency in QuickBooks Online and other relevant software applications.
Computer savvy with the ability to quickly learn new systems and tools.
Strong teamwork and collaboration skills, with the ability to work effectively in a small team environment.
Responsibilities:
Answering phone calls and responding to inquiries from clients and vendors.
Receiving payments from clients and processing payments for vendors.
Typing and sending invoices and estimates to clients.
Entering bills, invoices, and receipts into accounting software (QuickBooks Online).
Scheduling service jobs and coordinating with field technicians to ensure timely completion.
Contacting field technician staff for information about jobs in progress and updates on job statuses.
Providing excellent customer service by addressing client inquiries and concerns professionally and promptly.
Answering and creating emails, maintaining clear and effective communication with clients and team members.
Filing paperwork and organizing physical and virtual files to ensure easy access and retrieval.
Assisting in maintaining office supplies inventory and ordering supplies as needed.
Additional Information:This position may encompass additional tasks not explicitly listed here due to the nature of our small business. As a dynamic and growing company, we rely on the flexibility and versatility of our team members to adapt to changing priorities and contribute to various aspects of our operations.