Back Office Administrator

Summary: 
Basic Function: You are responsible for coordinating office activities and operations to secure efficiency and compliance of company policies and daily tasks. To ensure that all administrative tasks are completed and in place to provide adequate support to each staff member of various departments within the company. You will monitor and keep up with the company’s profitability. Your position will play a vital role in the entire operational process of the company.  

This is an In-Office position.
Monday to Friday from 7 am to 3:30 pm. 
Pay: $16 an hour

 

Quality and accurate work. You provide the most comprehensive and up to date information in regard to Profit and Loss and the entire pulse of the business.   

 

Results that reflect superior performance 

·       Financial/ Administrative 

o   Clients invoiced, chased for payment and pay quickly  

o   Vendors invoices are received, checked and sent for payment 

o   Records are clean and up to date 

o   Be logged into CTM and answer any incoming  calls and returning any missed phone calls. 

·       Scheduling/Order Logs

o   Schedule estimates from referrals received and follow ups.

o   In charge of online inquires for estimates. (Facebook, Thumbtack, Google, etc)

o   Create the order log for each work order.

o   Follow up on any task assigned to the office from the contact center. 

 

Behaviors that are needed to be successful in this role: 

·       Highly Organized/Disciplined overseeing daily operations 

·       Urgency around results. 

·       Understanding of spreadsheets and documentation and QuickBooks. 

·       Appreciation for customer service, comfortable with conflict and conflict resolution 

·       Cares deeply for the installers and the sales team that you work with and oversee 

·       Persistent in getting answers and results 

·       Team player 

·       Involved in the hiring and firing process and staff performance evaluations. 

·       Enjoys following and improving systems 

 

Reporting and Accountabilities required of this role:  

·       Weekly Sales tracker completed 

·       Weekly update of the field general 

·       Weekly Production, revenue and inventory reports 

·       Weekly and monthly meetings 

·       Achieve monthly KPIs 

o   Wages 18% 

o   Materials 28% 

o   Gross Profit 55% 

o   Reputation above 4.5% 

 

 

 

 

Overview of primary tasks and activities needed in this role: 

 

·       Communicating with customers and work colleagues by means of phone, email, and various messaging systems, Zoom, Face Time, etc. Resolving issues, answering questions and requirements. 

·       Follow up all leads by any means that are received to make sales appointments. Continuing to do so until the lead is contacted or completely exhausted. 

·       Scheduling of installations and communicating work instructions to install teams. 

 

·       Ordering materials from suppliers to ensure they arrive on time and holding them to account when they do not meet our service expectations.  

·       Invoicing clients 

·       Collecting Payments 

·       Follow up sales estimates that are more than 10 days old trying to secure the business.  

·       Reporting to owners on a daily/ weekly basis. 

·       Meetings 

o   Attend and present/ prepare charts, graphs and agendas as requested. 

o   Take part in all Brothers Gutters meetings/ webinars when required.