Job Title: Office Administrator
Compensation: Commensurate with experience.
Job Summary:
The Office Administrator is tasked with ensuring a smooth and efficient workday for the office staff - whatever that might look like on that given day. Primarily, they are the first point of contact for clients, whether that’s via email, phone, or text, and will direct any questions or concerns the client might have to the appropriate party. Additionally, they will take care of all those random tasks that come up in an office environment, thereby helping facilitate a smooth day for all office parties. The responsibilities listed below are not meant to be a comprehensive list, but rather a taste of what you might be required to do- success is when all those around the Administrator don’t have to worry about multitasking, because you’re already on it!
Hours: 7 am - 3 pm
Location: Primarily in person, with room for a conversation regarding work-from-home after a probationary period.
Qualifications
- The ideal candidate will have a strong understanding of QuickBooks and Google Workplace, but a willingness to learn is more important that years with the software.
- An ability to connect - both internally with coworkers and externally with clients.
- Experience in administrative duties (AP/AR, vendor management, financial reconciliations, compliance, various form filing procedures) a benefit but not required.
- Strong organizational skills with the ability to multitask and prioritize effectively
- Excellent communication skills and a friendly, adaptable attitude
- Ability to work independently, take initiative, and recognize ways to improve office processes
Responsibilities:
- Answer all incoming calls via Open Phone and ensure appropriate and comprehensive responses to any questions, queries, or concerns. If you can not answer the client yourself, you make sure that you direct them to the person who can.
- Monitor all incoming emails and text messages and respond to clients in a timely and appropriate manner, striving to always maintain a positive, professional, and helpful demeanor.
- Attend and contribute to a weekly Office Meeting, wherein we address any client concerns that arose that week, prep for next week and tasks yet to be completed.
- Processing invoice payments - whether that be Zelle or check - and ensure accurate record keeping in Jobber (our customer management system)
- Process all requests for Certificates of Insurance by clients, following up when necessary to confirm receipt.
- Facilitate our outsourced bill pay operations by mailing receipts monthly, as well weekly scanning and emailing of any received bills.
- Process any extracurricular learning certifications facilitated by The Treeist - submitting credit and classes to the ISA website as needed, ensuring information accuracy and comprehensiveness.
- File the monthly Worker’s Compensation report to all appropriate parties.
- Input into Jobber any requests for chips or logs that we received from clients.