Office Manager

Company: JRS Landscaping, LLC

Job Title:Office Manager

Reporting to: Owner and Management Team

Location: 1090 Zion Road Bellefonte, PA 16823

Office number: 814-353-8300

Salary: Experience Required $18.00-$22.00

Schedule: Full time, Monday-Friday, 40 hrs./ week, flexible scheduling, morning heavy

Start Date: Actively Hiring

Job Description and Requirements

JRS Landscaping, the region’s most well respected and fastest growing, family-owned landscaping company, is looking for an energetic and highly motivated Office Manager. This is an opportunity for goal-oriented individuals with a passion for organization and systems. For over 10 years, JRS Landscaping has set the standard for quality and dependability. This is a career opportunity with a growing company in a great working environment.

This is a fast-paced, full-time position which requires multi-tasking, a high level of organization, and excellent communication skills.

Our team members love the “family-like” atmosphere and they enjoy our organization and communication. We respect our employees and in turn, they deliver exceptional results to our customers.

We have excellent customer online reviews as we always strive to make our customers happy.

Safety

All Employees are required to conduct themselves in a safe manner at all times to ensure the safety of their customers and themselves, as set forth in JRS Landscaping LLC Safety Manual.

General Overview

Manages all aspects of front office operations, reports to the management team and is responsible for providing administrative support to all areas of the business and responding to all prospect and customer inquiries.

1. Communication

o Answer phones, respond and follow through with emails and voicemails.

o Screen and input new customers into management software. Schedule appointments with appropriate departments.

o KNOW the customers and stages of all projects.

o Assist existing customers-know where to find all pertinent information.

o Respond to telephone inquiries relating to the scheduling of estimates, certificates of insurance, etc.

o Represent the company in a professional manner (The first person a customer usually has contact with is the person who answers the phone. The customer’s first impression should be a pleasant experience and paves the way for the estimator) Great customer service.

o Assist customers and prospective customers with their inquiries or concerns; takes ownership for customer problem resolution.

o Make calls to customers for foremen, salesmen, and operations manager, and designer as needed.

2. Office Administration

o General office duties: filing, copying.

o Keep office organized.

o Check boxes at the beginning and end of every day.

o Help to organize events and team building.

o Process credit card payments

o Order office supplies/ equipment and secure the best possible prices.

o Keeping inventory, ordering, distributing company uniforms.

o Take purchase order information as needed.

o Maintain organized computer files so they are easily accessible.

o Update vehicle/ equipment spreadsheet

o Manage vehicle registrations.

o Confirm scheduled appointments.

o Assist in setting up and organizing filing system, office, and office procedures.

o Ready to step up to the plate whenever needed.

o Open, sorts, and distributes mail.

3. Job Administration

o Set up job folders. Collect deposits.

o Coordinate with field supervisor to communicate start dates with customers.

o Ensure all paperwork is in order and ready for crew leaders. Prepare job jackets.

o Confirm receipt of proposals from the customer within 1 business day.

o Weekly customer follow-ups.

o Create an invoice.

o Order job materials.

o Update “Job Board” as needed or requested.

o Throughout the job, communicate with operations manager to know stage of job.

o Ensure that daily paperwork is handed in, entered, and filed appropriately.

o As jobs are completed, complete job costing.

4. Human Resource Management

o Manage any active employment ads.

o Check employee and subcontractor references.

o Prepare and organize employment packets and folders.

o Completes new hire information.

o Time entry, employee attendance, payroll.

5. Bookkeeping

o Enter A/R deposits and A/P bills into QuickBooks.

o Print and utilize reports.

o Perform bookkeeping duties as needed (back up to bookkeeper).

REQUIREMENTS

v Excellent organizational skills

v Excellent communication with customers, management team, and employees

v Ability to multi-task in a fast-paced environment

v Learn new skills quickly and efficiently-know your learning style.

Description of Benefits

· Eligible for insurance after 90 days (not required). Company pays $160 of plan or reimbursement if employee is primary subscriber.

· Paid vacation (based on 40-hour week): One-week paid vacation to be used at your own discretion, upon approval.

· Paid holidays (Memorial Day, Labor Day, Independence Day, Thanksgiving, Christmas, New Year’s Day).

· Weekends off.

· Flexible scheduling.