What are the responsibilities and job description for the Administrative Specialist position at Luminous Services LLC?
‘A’ Player Agreement
Administrative Specialist
REPORTS TO: Executive Vice President
PERFORMANCE REVIEWS: Monthly
TYPE OF POSITION: Full-Time
CORE VALUES
Cleary Communicate
Own My Role
Remain Teachable
Everyone Matters
STRATEGIC ROLE SUMMRY:
The primary mission of this position is to support effective and efficient company operations.
I WILL ACHIEVE THE FOLLOWING OUTCOMES:
- Convert incoming Ease prospects into jobs - 85% conversion ratio
- Financial Metrics accomplished (ex. A/R days and Operating Cash Flow)
RIORITIZED KEY ACTIVITIES:
1 | I will handle incoming client communications by:
Daily:
- Monitoring all incoming client communication streams
- Answering incoming requests for service-phone, email, social in a timely manner
- Routing phone calls to the correct staff member
- Overseeing job bookings on CRM platform while using phone scripts and zone scheduling
- Inputting client job data and notes correctly
- Conducting follow up calls after all work is performed
- Communicating any schedule needs or changes with clients and staff
Weekly:
- Reaching out to past clients to fill job slots (20 per week)
- Responding to client reviews
Monthly:
- Overseeing the Fab Floor Society schedule and ensuring clients and staff are communicated with
- Overseeing ZMS plan
2 | I will provide essential financial success by:
Daily:
- Receiving and processing incoming checks and bills
- Monitoring Ease residential jobs to ensure FCS’s are collecting money
- Inputting data into Work in Progress log (WIP)
- Tracking and presenting incoming call data (total calls, calls booked etc.)
- Compiling financial and other data concerning FCS roles (job counts, job averages etc.)
Weekly:
- Presenting specified data and analytics and offering suggestions for improvement
- Overseeing collections with weekly huddle and follow up
3 | I will provide key administrative support by:
Daily:
- Understanding how to use office equipment and software.
- Being present and prepared for team huddles
- Ensuring the front office is clean and reflects our brand well to staff and guests
- Collecting and routing mail and deliveries to correct department
- Placing product orders per POs and ensuring complete, timely delivery
- Maintaining office supplies to PAR levels
- Updating necessary KPI documents
Weekly
- Creating Canva training materials
- Developing and maintaining a social media calendar
- Assisting in developing marketing materials and training
Monthly:
- Calling pertinent contacts in case of office equipment failure (ex VOIP, Internet, landlord)
- Placing product orders per POs and ensuring complete, timely delivery
- Maintaining office supplies to PAR levels
- Aiding in overhead expense reduction
I possess and will live out the following behaviors:
Positive Attitude: Attitude drives results
Integrity: My words and actions are trustworthy
Proactive: I anticipate the needs of my clients and teammates
Committed: I think of ways to improve myself and those around me