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Form of workJob Description
Growing business under new ownership seeking a highly motivated and extremely organized individual to own the responsibilities of building, managing, and leading a small team to bring a systemized approach to the office and administrative components of our business.
Basic Functions:
● Overseeing a small administrative team in support of the client, the operation team, and the leadership team.
● Support in maintaining a world class client experience as measured through a Net Promoter Score.
● Organizing and managing the administrative faucets necessary to operate the business efficiently.
Basic Requirements:
● Intermediate level working knowledge with Google Suite and Microsoft Office.
● Attention to detail and accuracy is a must.
● An innate desire for systematic and understandable organization.
● Able to work independently to lead a team towards a desired outcome.
● Ability to manage numerous priorities simultaneously, problem solve challenging situations and practice continuous improvement.
● Ability to learn new software systems quickly.
● Ability to practice the highest levels of confidentiality and professionalism.
● Strong communication skills (both verbal and written) to effectively manage conflict and defuse stressful situations.
● Minimum of five years related experience in administration.
● Minimum of an Associate’s degree, preferably a Bachelor’s degree.
Evaluated On:
● Performance results versus annual goals
● Skill Development versus Annual Skill Development Goals
● Quality of overall Business Performance
Detailed Duties Include:
COORDINATION
o Collaborate with leadership team to develop and train on standard operating procedures for the administrative team.
o Recruit, interview, hire, manage and lead appropriate number of team members to meet the administrative demands of the business.
o Oversee administrative team with weekly meetings for planning goals and reviewing results.
o Manage the main line office phones with administrative team during business hours and 3rd party service for after hours to ensure phones are always being answered.
o Conduct weekly file maintenance and invoicing meetings with project managers to stay compliant with administrative requirements.
o Lead team to conduct regular phone call check-ins with clients.
o Assist in maintaining time and attendance.
ACCOUNTING
o Enter and distribute invoices, statements, and credit memos into QuickBooks Online to maintain accurate client financial records.
o Collaborate with the company bookkeeper to ensure accurate job cost accounting.
o Participate in the accounts receivable process including following up with clients on unpaid invoices, preparing lien statements and court filings.
o Manage the approval and inputting process of company bills and receipts through Bill.com and Expensify to ensure they are being thoroughly reviewed and properly assigned to the right account.
VENDOR MANAGEMENT
o Manage subcontractor and vendor files to validate compliance with company requirements.
o Manage the administrative on boarding of all new subcontractors and vendors.
NEW EMPLOYEES
o Assist with on-boarding new employees, including such tasks as ensuring background checks and employee files are completed.
o Orienting new employees to the organization with such tasks as setting up designated log-ins, workstation, email address, issuing their company provided equipment and making them feel welcomed.
OFFICE MANAGEMENT
o Develop, teach, and maintain organized online filing systems.
o Manage office needs to keep office running smoothly including such tasks as developing and managing “house rules”, managing cleaners, maintenance requests, utilities and office supplies.
o Ensure compliance with federal and state regulations and guidelines.
o Manage vehicle trackers to ensure current with registrations, schedule maintenance, insurance, drivers, etc.
o Manage software users to achieve an efficient use of software subscriptions.
OTHER
o Participate in on-going problem solving and practicing continuous improvement of your team and the company.
o Participate in Haven Builders social events, Goal Setting and Review, All Team Meetings and as many other opportunities as possible to engage with the rest of the team.
o Complete other projects requested by the leadership team.
o Participate in marketing and business development as the need arises.
Hours & Location:
● A typical shift for this position is 7:30am – 5pm, Monday – Friday.
● This position is an in-office role located at 10140 West 76th Street Eden Prairie, MN 55344.
Reward:
● Compensation is evaluated on a yearly basis effective from the start date of employment of each calendar year. An annual reward planner (ARP) is completed at that time.
