Top Notch is looking for a part time office assistant to join our team at our office in Dotsero. This position reports to our CFO with occasional support given to other office personnel. The duties listed below are not exhaustive but are a comprehensive sample of job duty expectations. We prefer an employee living on the East side of the Glenwood Canyon due to frequent closures.

Company:

Top Notch Logworks Inc. is an employee-owned corporation that started building complex log and timber roof systems, stairs, and accents on custom homes in the Aspen and Vail Valleys in 1999. Since that time, the company has grown to a multi-million dollar revenue generator with an outstanding reputation for quality and dependability. Our client base returns time and again for our services which proves the value Top Notch offers more than any other factor.

As an ESOP, our team members have a real opportunity to build long term wealth for themselves. When our company is profitable, employee shareholders receive a portion of the income into their retirement accounts; every enhancement they bring to Top Notch improves their own long-term success.

Compensation:

Pay for this position is $24/hr

Schedule:

16-20 hrs per week

Tuesday/Friday preferred, but Monday/Thursday also available. 

Benefits:

Available Immediately:

Sick leave

Applicable tuition reimbursement

Adaptable schedule (2-3 days per week, daily start & end times have some flexibility)

No weekend or evening work required

Available After 1 Year:

401K

401K matching

ESOP shares in the corporation

Vision Insurance

Dental Insurance

Objectives:

• Perform general administrative tasks, such as answering and directing phone calls; handling emails, mailings, and deliveries.
• Support CFO with clerical duties: A/P, A/R, etc.
• Keep the office clean, stocked, and organized.
• Order supplies, stock supply stations, and ensure equipment is operable.
• Maintain filing system, contacts database, employee lists, and inventories.
• Manage the front-desk and reception areas, serving as the first point of contact for guests, employees, job candidates, and vendors.
• Provide support to staff members and departments as needed, including organization of on-site and off-site team events.

Duties:

General Office Management

• Updating office forms – as needed
• Prepare and maintain business correspondence, forms, and/or procedures – daily
• Maintaining client & company files - daily
• Light cleaning & organizing of office - weekly
• Performing general office clerk duties and errands – as needed
• Maintain Supply Inventory - daily
• Supply purchasing - as necessary
• Maintaining office equipment- as needed
• Submit End of Day report to CFO - daily

Create, Maintain, and Enter Information into Multiple Databases

• Entering invoices/charges– daily
• Supporting estimators with job creation, invoicing, and payment receipt– daily
• Re-class QuickBooks entries - as needed
• Correct job numbers on entries - as needed
• Accounts Payable & Accounts Receivable support– daily

Customer Service Support

• Aiding with client reception - as needed
• Answer phones, emails, and voicemails – daily

Employee/Payroll Support

• Sync & format employee timesheets – weekly
• Write reimbursement checks - as necessary

Project and Team Support

• Complete client certificate of liability requests – as needed
• Ordering materials for estimators - as needed
• Proofreading documents – as needed
• Formatting & writing SOPS - as needed
• Support CFO role - as needed
• Give administrative support to management team - as needed

Marketing Support

• Track & manage social media marketing campaign - weekly

Qualifications & Requirements:

Proven success in office coordination

Excellent written and verbal communication skills

Strong time-management and multitasking abilities

Proficiency with office applications, and aptitude for learning new software and systems

• Microsoft Office Word (required)
• QuickBooks (preferred)
• Excel (preferred)

Ability to maintain confidentiality of company info

High School diploma or equivalent work experience

Bilingual (preferred)

Clean driving record

Reliable transportation (There is no available public transportation to the office)

Work at office, no work from home

References

Note: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.