Job Description: Office Administrator Role
We are seeking a skilled Office Administrator to work remotely from the comfort of their own home. You will need a reliable computer with fast internet, as well as a headset and camera to perform the tasks effectively. This is a perfect opportunity for someone who enjoys organizing tasks, managing schedules, and communicating with both customers and colleagues in a professional manner.
Key Responsibilities: Immediate Responsibilities
As soon as you start, you’ll take over the following tasks:
- Handling Incoming and Outgoing Calls:
- Answer all calls and direct them appropriately.
- Respond to any missed calls and manage voicemail messages promptly.
- Managing Emails:
- Organize and respond to all incoming emails.
- Sort emails and assign them to relevant team members based on content.
- Data Entry:
- Log all incoming leads or inquiries, whether they come from calls or emails, into a spreadsheet.
- Converting Leads into Bookings:
- Use the Service M8 (SM8) system to convert leads into confirmed bookings.
- Appointment Allocation for Technicians:
- Allocate jobs to technicians using SM8 and ensure schedules are organized correctly.
- Technician Schedule Management:
- Oversee technicians’ schedules, ensuring appointments and job locations are correct.
- Professional Customer Communication:
- Engage with customers and businesses in a polite and professional manner.
- Proofreading Invoices and Quotes:
- Double-check invoices and quotes for accuracy before sending them out.
- Motivating Staff:
- Assist in keeping the team motivated and ensure smooth daily operations.
- Daily Reporting:
- At the end of the day, provide management with a daily update report.
Start of Day Tasks:
- Set Up for the Day:
- Open all necessary applications like Service M8, Phone Call Tracker, Front, Slack, and Xero to ensure you are ready for the day.
- Voicemail and Message Check:
- Review all voicemail messages to ensure no early jobs have been canceled or rescheduled.
- Coordinate Rosters:
- Start the day by checking the roster with management, then discuss the day’s plan with the technicians. Make sure they have all the required tools, stock, and correct information about job locations.
- Technician Stock Management:
- Once technicians are on the road, ensure they have logged stock they’ve taken for the day. Use Slack to collect and update the spreadsheet with stock details.
- Call and Email Processing:
- Organize all incoming calls, missed calls, and voicemails.
- Sort all emails in the ‘Contact Us’ folder and allocate them to the right team members.
- Track all customer inquiries and new leads in the phone calls tracker spreadsheet.
Client Classifications and Lead Conversions:
- In your first month or two, you will learn how to handle different types of clients. This includes learning how to classify, describe, and process their needs.
- To convert a lead into a booking, you’ll need to understand the services we offer, assign the right technician to the job, and figure out which technician is closest to the client at the scheduled time.
Contact New Customers:
- Call all new email leads unless otherwise requested.
- Log all information in the phone-calls tracker and keep everything updated.
Ongoing Responsibilities Throughout the Day:
- Ensure that every call and email is answered within 30 minutes.
- Regularly check in with technicians to ensure the day is progressing smoothly and that no issues have arisen.
End of Day Tasks:
- Confirm that all jobs for the following day are scheduled correctly.
- Wrap up and finalize any emails still pending in the folders.
- Submit your daily report to management.
- Turn the phone system to night mode before logging off.
Future Tasks (After 1-2 Months of Experience):
Once you have become familiar with the daily tasks, you will be given additional responsibilities. These will include:
- Social Media Updates:
- Manage and update the company’s social media accounts, including Facebook and other platforms.
- Reporting:
- Generate weekly and monthly reports to help track the business’s performance.
- Stock Control:
- Oversee stock levels and place orders as needed.
- Payment Follow-ups:
- Follow up on pending payments from customers.
- Aged Receivables:
- Manage and process overdue payments.
- Wage Preparation:
- Help prepare hours worked for payroll processing.
- Meeting Coordination:
- Organize and coordinate team meetings through conference calls or online platforms.
- Additional Administrative Tasks:
- Assist with other administrative duties as needed.
Tools and Software:
To ensure the role runs smoothly, you will have access to various tools and apps, including Time Doctor, which will be installed on your computer for remote supervision.
Project Management Assistance:
You may be asked to help with minor ad-hoc project management tasks, such as keeping track of deadlines or ensuring specific tasks are completed by set deadlines.
Job Type:
- Part-time, with the potential to transition into a permanent position.
- Salary: $20,000.00 – $30,000.00 per year.
- Expected Hours: 15 – 20 hours per week.
Employee Benefits:
- Employee mentoring program to help you grow and develop your skills.
Schedule:
- Day shift: Monday to Friday.
- No weekend shifts required.
Experience:
- At least 1 year of office administration experience is preferred.
Required Language Skills:
- Native English speaker required.
Work Location:
- Remote position, so you can work from anywhere with a reliable internet connection.
Ideal Candidate Profile: We are looking for someone who is highly organized, detail-oriented, and able to manage multiple tasks simultaneously. You should be comfortable working independently and maintaining strong communication with both customers and team members. If you are someone who enjoys problem-solving, staying on top of schedules, and being a part of a supportive team, this job is a great fit for you.
By taking on this role, you will help streamline our daily operations, ensuring that our technicians are well-supported, customers are happy, and the office runs efficiently from behind the scenes.
This job offers an excellent opportunity to develop your administrative skills and grow in a supportive, remote working environment. Apply today if you feel ready to take on these tasks and contribute to the success of our team.
To apply for this job please visit www.glassdoor.com.