Office Administrator

The Office Administratorassists with the duties for all employees and customers at our client company. Administrators must have excellent interpersonal, communication and organization skills, poise, assertiveness, and confidence to work effectively with all people and customers. Always be goal oriented, energetic, and able to handle fluctuating task assignments with a ‘Can-do’ attitude. Maintain the ability to respond to last-minute changes in calendar/schedule and make appropriate adjustments. As well as, be self-directed, able to work independently and as part of a team and have a strong sense of customer service excellence. Ability to speak Spanish is highly preferred.

Responsibilities / Tasks include but are not limited to the following:

• Provide phone support for inbound calls local and national office phone numbers and/or email requests, gathering needed information, enter in CRM system and/or routing as appropriate
• Maintain quality of data including new and updated property management companies, correct contact information including email addresses and phone numbers, and duplicate records
• Qualify repairs / warranties and/or process approvals within CRM and supporting systems
• Input notes of communications with properties into CRM
• Provide support for estimator and repair technician schedules in CRM and schedule dashboard and communicate schedules accordingly.
• Provide outbound calls and assist in customer communication including notification of schedule (estimates and repairs), bid follow-up inquiries including re-send bids, accounts receivable support including send copies of current invoices and statement of accounts and other requests such as W9 / COI / etc.
• Manage property site maps including acquire, upload and store for easy access by staff
• Assist with weekly subcontractor payroll weekly for estimations and completed repairs
• Assist Reroof and Repair Divisions in any way to better serve our customers
• Assist in cost management and tracking including vendor invoice to job matching, manufacture square counts, routing invoices for internal signoff/approvals, daily workforce tracking, etc.
• Assist in cost management and tracking including invoice to job matching, manufacture square counts, routing invoices for internal signoff/approvals, daily workforce tracking, etc.
• Provide backup support for Credit report and lien processing.
• Assist in Job Setups and Close-outs
• Assist with any other administration team tasks