Purpose:

Ensure all department paperwork related to sold contracts are recorded and prepared properly for purchaser and crew use throughout the production process. Maintain paperwork produced by the crews (i.e. reports and receipts) to ensure efficiency and coordination within the department for scheduling, job costing and billing. Directly reports to the Division Manager.

Duties & Responsibilities:

· Answer phones in an enthusiastic and professional manner.

· Manage the irrigation email.

· Schedule jobs with customers by phone and email and confirm appointments.

· Set routes for all technicians, providing proper paperwork.

· Review dispatch board daily to identify return-to-finish jobs, review tech notes, and accurately enter new customers into system.

· Assist Division Manager with irrigation renewals, including updating spreadsheets, creating/sending proposals, and following up with clients.

· Create irrigation schedules for start-ups and winterizations for both commercial and residential clients.

· Maintain the waiting list and schedule jobs as needed.

· Code all jobs receipts and complete Purchase Orders before forwarding to Payables.

· Assist Division Managers with Sub-contractor forms and material purchase orders.

· Coordinate with Division Manager to procure all necessary job permits.

· Manage Contract Renewals for the upcoming year.

· Manage Accounts Receivable throughout the year.

· Manage Holiday Décor contract renewals, billing, and scheduling.

· Update Holiday Décor master sheet and master binder after takedowns.

· Assist with snow weather reports paperwork.

· Update Service Autopilot documents as needed.

· Keep customer records up to date, update commercial/residential properties notes.

· Update binders with proper paperwork for technicians for the beginning of the season.

· File backflow paperwork with cities/BSI, file each signed contract, file material sheets.

· Maintain and update the data base catalog of pricing for materials, services and products as assigned by the Division Manager.

· Attend yearly online training as required.

· Work overtime, as needed or requested by management, during the months of April, May, June, and October.

· Process payments and submit department deposits to the bank, as needed.

· May perform other related duties as assigned.

Qualifications:

Education, Training and Experience:

· Associates degree or 3 years similar work experience.

Knowledge, Skills and Abilities (KSA):

· Knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, OneNote, SharePoint, Outlook, Teams).

· Knowledge of QuickBooks.

· Knowledge of Customer Service.

· Skill in data entry with minimal errors.

· Ability to analyze, organize and prioritize work while meeting multiple deadlines.

· Ability to accurately prepare and maintain records, files, and reports.

· Ability to pass background and drug screening.

Compensation:

· Commensurate with experience.

Benefits:

· Education and training programs.

· Company outings, picnics and awards.

· Medical, Dental, Vision, Life and supplemental Allstate insurances are available.

· A 401k is available immediately.

· Paid vacation and paid holidays after employment requirements are met.

Incentives:

· Performance and annual reviews

· Referral Bonuses

· Profit Sharing Bonus

Equal Opportunity Employer, Drug Free Workplace (DFW)