Servpro of Douglas County Hiring for Office Administrative Assistant Full Time

Primary Role: Perform all office administrative tasks related to customer calls, job management and tracking, scheduling of jobs and customer satisfaction activities. Perform basic accounting duties relating to accounts receivable, accounts payable, payroll, and banking. Perform general office duties such as drafting correspondence, filing and creating s.

Results Expected: All administrative work is processed and documented accurately and timely. Customers, COIs (Center of Influence), Production Team, Marketing Reps/ Estimators and the Office Manager/Owner are communicated to in a timely and accurate manner. Customer satisfaction is maintained at a high level. Processing of accounts payable and receivables are current. All files and s are maintained and provided as required. All administrative tasks are completed as assigned.

A1. Key Responsibilities: Phones/Scheduling

1. Answer Phones, provide customer service, and maintain log of all calls: Respond to customers in a courteous and professional manner at all times. Answer questions utilizing the EZ Reference Flipchart, provide information and as required, direct calls to the appropriate person for assistance and track all calls.

2. Schedule coordination: Ensure work is scheduled and crews are utilized efficiently, resulting in balanced job scheduling.

3. Manage Work-in-Progress (WIP) Board: Ensure staff is updated on daily schedules and job status, resulting in informed crews.

A2. Key Responsibilities: Job File Management

1. Complete FNOL documentation: Verify all customers, COIs, source, and loss data are entered into SERVPRO Office Automation (SOA), ensuring accurate and complete SOA databases.

2. Prepare job paperwork for Crew/Estimator: Verify all appropriate forms are sent to loss site.

3. Enter estimates: Convert Estimator’s scope into electronic estimate.

4. Job file documentation management: Ensure job files are accurate and contain all required and pre-existing documentation, resulting in job data completed accurately and electronically transferred to COI.

5. Job file communications: Ensure daily progress of jobs and pertinent job data is captured as it happens and communicate with COI regarding satisfaction of referred events, resulting in accurate ing for job files and COIs, reduced collection issues, and scheduled and completed reservices.

6. Confirm subcontractor activity: Ensure timely flow of scheduling, job updates, and payment to/from subcontractors.

7. Perform job completions: Ensure correct invoices and complete job file documentation and that customers receive all paperwork.

A3. Key Responsibilities: Compliance Documentation

1. Maintain National Accounts Program Agreement (NAPA) green status: Ensure all required file uploads and job file audits are compliant and communicate NAPA compliance issues to owner.

2. Maintain compliant Third-Party Program Status: Ensure job file requirements of Third-Party program(s) are compliant and any issues are communicated to Owner.

3. Maintain Franchise specific compliance documentation: Ensure required forms and documentation is on file, current, and readily available for review.

4. Fixed asset tracking: Track and manage fixed asset inventory, ensuring accurate fixed asset inventory records.

5. Update Business Resume: Ensure information is current and accurately reflects Franchise capabilities.

A4. Key Responsibilities: Financial Administration

1. Bill customers for services: Ensure customers receive timely invoices for services performed.

2. Process customer payments and prepare deposits: Ensure payments are applied to accounts correctly and timely with accurate paperwork for each deposit, resulting in improved cash flow. Reconcile payments received to deposit amount. Ensure timely commission payment.

3. Manage Accounts Receivable: Ensure Accounts Receivable is kept current in order to improve cash flow.

4. Perform daily bookkeeping activities and distribute financial s: Accurately track and business income and expenses, ensuring sound financial data and records.

5. Prepare Sales Tax : Ensure accurate ing of sales taxes collected, resulting in compliance with applicable state laws.

6. Manage Petty Cash: Manage cash-on-hand for small necessities.

7. Manage Accounts Payable: Review all accounts payables for accuracy and create checks for approved accounts payable, resulting in current Accounts Payable and referral and subcontract fees entered and paid.

8. Perform payroll administration and ing and submit for approval: Manage the payroll process; ensuring payroll is completed accurately and timely.

9. Complete Royalty s for Owner review: Monthly, prepare Royalties for Owner review and signature. Ensure Royalties are calculated correctly and mailed to Corporate on time.

A5. Key Responsibilities: Office Administration

1. Maintain file system: Keep appropriate paperwork easily accessible, resulting in an organized file system.

2. Maintain company calendar/schedule: Ensure meetings are calendared and travel booked, resulting in compliant meeting attendance.

3. Manage outgoing and incoming mail, e-mail, and faxes: Ensure all correspondence is handled timely and accurately, resulting in correspondence being received by customers, COIs, and Franchise team members.

4. Review and route Bulletins: Ensure Bulletins are communicated to all appropriate parties and tracked, resulting in compliance with all appropriate bulletins.

5. Maintain proper on-hand delivery of office and general supplies: Ensure needed supplies are on-hand, resulting in productive employees.

A6. Key Responsibilities: HR Administration

1. Maintain employee documentation: Obtain completed HR and payroll documents for new employees and file in completed file. Ensure all employee files are completed and up to date. Review HR basics, Safety and Franchise policies with employees.

A7. Key Responsibilities: Technology

1. Coordinate computer and software upgrades and installation: Ensure computers and software function with appropriate software, resulting in staff having functional hardware and software.

2. Perform computer back-ups and tests of back-ups: Daily, secure data for recovery of files, ensuring useable and complete backups for data loss recovery.

A8. Key Responsibilities: Marketing Support

1. Coordinate Franchise website maintenance: Ensure website information is current and aids marketing effort, resulting in an informative website which helps drive new business and informs COIs.

2. Perform Public Relations activities: Support Franchise goals via community involvement, resulting in positive community perception of Franchise.

3. Provide C.E. Seminar support: Ensure supplies and other needed items are prepared, resulting in mutually beneficial relationships with COIs.

4. Organize and send Theme Marketing and other mailings: Ensure all marketing mailings are sent on-time.

5. Perform 6-month recalls: Follow-up on completed jobs, seeking add-on sales, resulting in more referrals and repeat business.

Job Type: Full-time

Pay: $16.50 – $18.00 per hour

Schedule:

• 8 hour shift
• Monday to Friday
• On call

Ability to commute/relocate:

• Roseburg, OR: Reliably commute or planning to relocate before starting work (Preferred)

Experience:

• Customer service: 1 year (Preferred)

Work Location: One location