The Front Desk Office Assistant is responsible for performing clerical tasks within an office setting to support daily operations. The duties include answering calls, scheduling appointments for job estimates, setting appointments for work, and confirming appointments prior to sending employees for payloads, mulch loads and special projects. The Front Desk Office Assistant is responsible for maintaining consistent contact with all crews working on jobs off-site to ensure that if there are changes in priorities, they are dispatched correctly and efficiently. The position will be under the direction of the Managing Member and General Manager, Operations Manager and Office Manager and will work closely with the Shop Foreman, Yard Foreman, Director of Operations and the Parts Room Manager.
Essential Functions

• Receive and file all signed estimates or emails authorizing work from customer for payloads, mulch loads, and special projects.
• Call to confirm scheduled customers the Friday before the week of work and follow-up the night before work to confirm date if weather dependent for payloads, mulch loads, and special projects.
• Field all customer concerns, including damage and schedule a time for the sales rep to meet with the customer for payloads, mulch loads, and special projects.
• Track all customer concerns until it is resolved and follow up with sales rep.
• Organize the scheduling of estimates to keep in a geographic location as much as possible for special projects.
• Set appointments for payloads, mulch loads, and special projects.
• Fill out the lead form to include looking up address in County Property Assessor website to ensure proper spelling for special project estimates.
• After the customer approves the estimate, schedule the work based on time, zip code and equipment needed for payloads, mulch loads, and special projects.
• Schedule customer payloads, including providing payload rules and pricing to make sure the customer understands all rules for hauling debris.
• Manage all estimates, including checking terms, sales rep and tax code, and spelling.
• Track crews by both GPS and phone calls and record times on the daily load sheet for hauling crews and on the top of the go-ahead sheet for tree crews.
• Ensure that customers are billed the same day that the work is completed.
• Assist the Office Manager in managing AR to ensure proper collection from customers.
• Screen all unsolicited sales calls to manage time of leadership.
• File estimates that “go-aheads” for follow-up by the sales rep and schedule estimates that “go-aheads”
• Estimates are filed alphabetically by last name and in groups by the month the estimate was run.
• Check to make sure we received all estimates from prior day checking them off of the daily estimate log sheet. Follow up with Sales rep until every estimate is received.
• Look for bidding opportunities by reviewing the source of bids.
• Update the Source of Leads and Tree Crew Log reports at least once a week in Excel.
• Update the following reports throughout the day, not least than daily and print each morning; make notes daily from the afternoon operation meeting and file hard copies.
• Other duties/responsibilities that may be assigned by Managing Member or General Manager or Office Manager from time to time.

Skills/Qualifications

• High School Diploma or GED
• Minimum of 1 year dispatch experience
• Analytical abilities and aptitude in problem-solving
• Excellent written and verbal communication skills
• Highly organized with proven time-management and prioritization skills
• Strong computer skills and proficiency in MS Office, Outlook and a general understanding of Quick Books online.
• The ability to work on multiple projects simultaneously
• Excellent verbal and written communication skills
• MUST pass a pre-employment background, criminal, and drug screen.

Confidentiality

The nature of this position gives access to confidential financial, proprietary, technical, security, sales and marketing information and decisions. The exposure to such information requires the employee to respect said confidentiality, and to hold in strict confidence, at all times, all confidential information that the employee receives, learns, received, or was learned solely as a result of his or her being employed by "this company" and will not disclose, transfer, reveal, or make use of such information without receiving the prior written consent of "the company's" Managing Member. Employee acknowledges that in connection with this agreement, he or she will obtain and continue to obtain confidential and trade secret business information from the "company" business, including, but not limited to, trade secrets and all other information and documents which the "company" considers to be proprietary and confidential.

Job Type: Full-time

Pay: $17.00 - $21.00 per hour

Benefits:

• 401(k)
• Health insurance
• Life insurance
• Paid time off

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Required)

Experience:

• Dispatching: 1 year (Required)

Work Location: In person