Office Administrator

All Outdoors is a fast growing lawn and landscape company. We pride ourselves on our work ethic and company culture that is different than other companies in our industry. All Outdoors is looking for an Office Administratorto help with leads, invoicing, culture, client relations, phone calls, email, hiring, interviews, etc.

1. Position description: The Office Administrator is the first point of contact for potential clients or existing clients of the company. As such he or she must have a pleasant demeanor and look out for the best interest of the client/customer.

2. Reports to: The Office Administrator reports directly to the owner of the company.

3. Responsibilities:

• Maintains and updates CRM software daily re: notes, points of contact, phone conversations, etc.
• Informs the Sales or General Manager of any unresolved issues.
• Thoroughly understands and complies with company policies, procedures, and SOPs.
• Assists in the development and implementation of the company’s customer service protocol.
• Assists in the development and implementation of the company’s training goals.
• Assists with admin duties as needed (i.e., filing, mailings, etc.).
• Accurately measure and price all areas to be serviced
• Explain the benefits and features of all services and set realistic expectations
• Knowledge and understanding of lawn care, landscaping, and hardscaping. Ongoing training will be provided.
• Always represent yourself and the company in a professional and ethical manner

Secondary Responsibilities:

• Explore all opportunities to network and build referral partnerships
• Properly maintain and care for company property including phone, tablets
• Keep all customer information confidential
• attend all weekly meetings

4. Skill set and educational requirements: The Office Administrator must possess the following skill set and educational background:

• Minimum of one year of sales or customer service experience.
• A high school diploma or GED.
• Possess a valid driver’s license and must be insurable on company’s insurance policy.
• Possess excellent written and oral communication skills.
• Proficient in Google Docs, Google Drive, Google Calendar, etc.
• Proficient in or able to learn customer relationship management (CRM) software.
• Proficient in or able to learn company customer service telephone system utilization and protocol.
• Proficient in typing and capable of typing 40 WPM with fewer than three mistakes.
• Able to represent the company in a courteous and professional manner.
• Understands company structure and knows key personnel for directing telephone inquiries.
• Must have experience in Lawn Care and/or Landscaping Industry
• Keep the voicemail box empty: check first in the morning to see if there are immediate needs, and then handle all issues
• Tracking and responding to emails: check first in the morning to see if there are immediate needs, and then handle all issues

OVERALL THE GLUE THAT KEEPS EVERY MANAGER ON TRACK AND THE COMPANY RUNNING SMOOTHLY WITH HIGH COMMUNICATION FOR CLIENTS, ENPLOYEES, AND MANAGERD TO THRILLED WITH ALL OUTDOORS.

REAL EXAMPLES OF WHAT IS EXPECTED.

• Customer Service - meaning answering calls WITH A GOAL OF ANSWERING IN 3 RINGS AND MISSING A LIMITED NUMBER OF CALLS WITHOUT RUSHING CLIENTS OFF THE PHONE BY TAKING YOUR TIME TO HELP THEM SOLVE THE REASON THEY ARE CALLING, also solving their problems by looking through their account if it is related to billing or scheduling, and transferring to a manager unable to solve the issue first.
• Blocking sales people and calls from going to any manager or owner
• Track the lead sheet daily and see where we can improve for sales and report
• 811 tracking and implementing, following projects, and communication with James
• Scheduling sales appointments for a salesperson. Call them, email, and call again the next day. One of the main jobs of the office is to keep the sales calendar full
• Follow up calls for all estimates sent out in the system.
• Charging cards after services and verifying the completion amount and the estimate amount
• Always posting everything in Google chats and making tasks for the appropriate manager in the appropriate chat
• Create and track promotional and discounts we are running on a documented sheet
• Respond to and clear text messages
• Keep the estimate board up to date with numbers and percentages
• Track sales goal each for all sales each month and have completed by the 15th of each month
• A/R tracking and calling clients for credit cards on file before we start service and then follow up with past A/R to keep it down
• Adding notes to clients' accounts any time there was a discussion, so it can be verified by anyone else who visits their account.
• Keeping the water feature full of water each week.
• Taking out trash at the end of the day is full.
• Buying snacks, drink packs, and/or freezer items every month
• Empty the coffee pot and rinse it out at the end of each day
• Empty the fridge of any food at the end of each week
• Help with document creation and improvement for emails, upsells, and notifications
• changes the employee wall at the and of each month and update wall
• Complete p/l, Run short p/l, complete long p/l, end of the month reports by the 6th of each month
• Track city taxes and have them completed by the 15th of each month
• Come up with fun videos/shorts to post on social media. Video and post or get to the social media team
• Learn the industry. If you are 100% office manager, you know all aspects of the company. You need to know how every department works and how to help. Off hours are not off hours in an emergency, you would handle any issues.
• If you have time helping manager improve their department by creating emails, marketing, employee gifts, phone calls, forms, docs, etc.

5. Salary, bonus, and/or commissions: Commensurate with experience ($17.00 to $22.00 per hour).

6. Success factors:

• Is a professional, polite individual with a pleasant demeanor who likes to help clients/customers.
• Requires minimal supervision.
• Is self-motivated.
• Able to deal with difficult people.
• Is a problem solver who can think on his/her feet.
• Is neat, organized, punctual, and detail-oriented.
• Good with follow-through.
• Excellent Communication Skills
• Detailed Oriented
• Positive and Encouraging Attitude

7. Benefits

• Competitive pay
• Base pay is $17-$22 per hour
• Sick Pay (qualifies after 1 year)
• Two Weeks Paid Vacation (qualifies after 1 year)
• Paid Holidays
• Fast growing company with many opportunities to advance
• full paid healthcare option

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Benefits:

• Employee discount

Education:

• High school or equivalent (Preferred)

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person

Salary : $17 - $22