ADMINISTRATIVE ASSISTANT POSITION DESCRIPTION JANUARY 2018
POSITION: Office Support Position
REPORTS TO: Owner
HOURS: Monday thru Friday 8:00am-5:00pm (unless otherwise agreed upon)
PURPOSE: To provide effective coordination of all office activities ensuring effective communication geared toward sales and profitability objectives.
DUTIES AND RESPONSIBILITIES:
General operations of the office to assure that all routine business functions are performed accurately, efficiently and on a timely manner.
Input data entry of daily invoices into QuickBooks system, within 48 hours of service call or installation job completion.
Apply all cash, check, and/or credit card payments into QuickBooks, and prepare bank deposits accordingly.
Reconcile all employee time sheets each week, and submit to Payroll Company as appropriate.
Reconcile all bank accounts by the 3rd business day of each month.
Reconcile all vendor account statements and prepare monthly payments to vendors by appropriate due date(s).
Manage all Account Receivables and Accounts Payables in a timely manner.
-Insure that collections are kept within reasonable guidelines. (Reminder calls, etc.)
Maintain all Job files in an orderly manner.
Perform Pre and Post Service Call and Project job calls to ensure quality service and installations.
Perform various marketing functions as necessary to consistently grow the business, per budget guidelines. (I.e. Constantcontact.com, direct mail, phone solicitation campaigns, website blogging, Social Media, On-line reviews, etc.)
Act as administrative assistant for owner, including preparation of Word & Excel documents as necessary to fulfill his obligations and grow the business profitably.
Provide Estimating Support in conjunction with the owner, including: Job Take-offs, Material Quotes, Job Costing, etc.
Perform Human Resource Duties as necessary to ensure quality manpower throughout the company.
Maintain Upfront Pricing book for field use by all technicians, as directed by owner.
Grow Preventative Maintenance Plan sales in conjunction with the service technicians, to achieve company objectives.
Maintain inventory management system in conjunction with field technicians, as directed by owner.
Purchase day to day miscellaneous expense items . . . office supplies, forms, paper products, office equipment maintenance, etc., per budget guidelines.
Cooperate and comply with all Company policies, procedures, and directives on a timely basis. Maintain work area in a neat and orderly fashion. Maintain atmosphere of cooperation and teamwork with all Company employees.
The description above represents the most significant duties of this job, but does not include other occasional work assignments not mentioned.
Ken Herbert Plumbing