Office Assistant

JOB DESCRIPTION

PURPOSE

The Office Assistant (referred to herein as OA) is directly responsible to the owner to assist and support the company and ensure all administration programs and policies are effectively and professionally maintained. The OA will perform a variety of tasks. The OA may also complete other special projects as needed. The OA should suggest processes and opportunities to make the company run smoothly or to simplify tasks and consider ways for tasks to be delegated to other team members.

Your mission:

• Assist all in the creation of new clients and performing all activities to make the project an enjoyable experience.
• Your job is to make a difference in the experience that the homeowner lives through.
• Be the support person in the office that helps the job move.
• Don’t wait to be told, ask to be involved.
• Be honest if you can’t or won’t do it, please speak up.
• Keep the mission of the company visible; being proactive in keeping it in our daily culture.

RESPONSIBILITIES

1. A confidential consultant to the owner in running the business.

2. Assist as needed in scheduling meetings using the Google calendar for the owner.

3. Attend PM and marketing meetings, arrange for note taking and send notes to all.

4. Transmit correspondence to clients/team members on behalf of the company on a constant basis.

5. Provide the CEO with day-to-day support as needed.

6. Follow the “open project list” and be accountable for progress and updates.

7. Answer Owner’s emails daily.

8. Manage real estate duties for two properties.

General Office

1. Answer phones with a smile, receive any walk-in traffic and take/distribute messages.

2. Take all calls and answer phone on second ring.

3. Forward calls to appropriate extensions.

New calls & client process:

1. Perform intake information for prospective clients. Be conversational and ask questions, get to know your prospects. Be the person who helps them even it it’s not the right job for JMC.

2. Arrange all appointments for the first meeting with client and JM including setting up power point for meeting.

3. Set up zoom calls for first meeting, including pre-informational email.

4. Maintain post drip to all prospects after zoom call.

5. Follow up call zoom calls.

6. Send all DocuSign for design build agreements, change work orders and process payments from new client.

7. Set up folder for new client.

8. Inform all team members of the new client.

9. Send appropriate thank you to all new clients.

10. Follow our “Client continuum” through the process and past.

Daily:

1. Check VM and return all calls within 4 hours unless received overnight, then the call would be returned by 12:00, no later.

2. Process mail, email and faxes.

3. Advise team members of payments received.

4. Receive any shipments and verify that the proper person is advised of that delivery

5. Arrange for lunch delivery on Wednesdays.

6. Look at JMC schedule and know where each job is in its position along the process.

7. Know the bottle necks and be there person that calls to help it through.

8. Huddle (initiate call after viewing schedule) with PM for assignments, promote that meeting DAILY.

9. Check schedule of work being performed to provide insight and assistance

Maintenance:

4. Maintain kitchen area to keep orderly, keeping food/beverages stocked.

5. Maintain office areas to ensure they are neat and clean.

6. Manage cleaning services.

7. Scan and file important documents on main server.

8. Maintain computer operations with current technology administrator and assist in backup systems set in place. Care for all records is crucial.

9. Look for areas that need assistance.

10. Work with exterior maintenance person and be accountable for a clean and presentable exterior including all maintenance of signage, garbage rear of building and landscaping/flowers, holiday effects.

11. Assist in “huddles” between key managers and team members; keeping them accountable to make sure communication is open and effective.

12. Ask the Designer if there are any areas that you can help daily.

1. Maintain all drip marketing.

a. Pre drip

b. Post drip

c. Gift sending.

2. Send owner weekly and monthly lead information, and other stats relating to same.

3. Send appropriate thank you for all referrals and reviews.

4. Actively participate in getting reviews.

5. Send all survey’s out to completed jobs.

6. Maintain “in your area” mailing.

7. Maintain door hangers being handed out.

8. Maintain all supplies related to mailing/door hangers and all other materials.

9. Be the person who looks to thrill the client during and after the project

10. Verify and send out all during job giftings per continuum.

11. Review overhead costs to reduce wasteful spending and monitor for savings opportunities.

12. Submit weekly and monthly lead information to owner.

1. Collaborate and complete all requests by Production manage (PM)

2. Arrange all inspections and know lead times in advance.

3. Arrange for dumpsters and pickup of same.

4. Apply for permit and advise team members of any delays

5. Check permit progress on a weekly basis.

6. Be part of pushing permits through the bottle necks.

7. Call clients as needed to advise of progress or lack or thereof.

8. Any client waiting for anything, service, estimate or other, be responsible for communication with them, no less than weekly.

9. Assist designer with estimates, obtain material pricing and other items as needed. Be available to assist Designer as per request.

10. Assist all in the logistics of material ordering, tracking and receiving, as requested.

11. Send closing book for all jobs completed

1. Review overhead costs to reduce wasteful spending and monitor for savings opportunities.

2. Administer insurance for general liability, worker’s compensation, auto, health, disability, life and other key needs. Serve as principal contact for insurance agents.

1. Background and drug screening management.

2. Manage and maintain confidential employee records.

3. Administer/process new hire paperwork; begin at the interview & throughout the process.

a. Use existing onboarding process and follow exactly, improve as you can.

4. Track birthdays and work anniversaries of team members, purchasing birthday cards and gift cards to assist the owner in recognizing everyone.

5. Maintain office manager & admin soft folder. Information contained should include but is not limited to: personnel information, financial reports, policies and procedures, etc.

6. Organize Team Meetings and prepare bonuses as earned.

7. Write your job process and amend monthly for records.

8. Assist with the creation, review & revision of the job descriptions & key accountabilities.

9. Coordinate workers’ compensation claims.

10. Enforce company policies, payroll, paid time off and other laws and regulations.

11. Promote unity and motivation through kindness for all organizational and administrative tasks.

12. Help everyone succeed.

1. Learn about our specialties & be able to answer questions about what services we provide.

2. Assist in finding and implementing new systems for generating sales opportunities.

1. Assist the Production Manager issuring invoices to clients based on job progress & schedules.

Qualifications
- Proficiency in Microsoft Office suite, particularly in Microsoft Powerpoint
- Experience in office management and administrative tasks
- Strong organizational skills and attention to detail
- Ability to multitask and prioritize tasks effectively
- Knowledge of QuickBooks and other accounting software is a plus
- Bilingual proficiency in Spanish is advantageous

Job Types: Full-time, Part-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 4 hour shift
• 8 hour shift
• Monday to Friday
• Weekends as needed

Experience:

• Customer service: 1 year (Preferred)
• Office: 1 year (Preferred)

Work Location: In person