Receptionist

Location: Draper, Utah. 

Hours Schedule: Full-Time, 40 hours per week

 Compensation: USD $22 – $25 per hour

Big Bear Flooring is a growing flooring contractor focused on operational excellence, scalability, and modernization. The company is transitioning away from family-run administrative support and is seeking a high-caliber Executive Assistant who can take ownership of administrative, financial, and operational systems.

This is not a basic receptionist role. The receptionist will serve as is the primary face and operational backbone of the showroom. This role combines client-facing sales consultation—guiding walk-ins through material options and quotes—with essential back-office support, including Jobber scheduling, QuickBooks invoicing, and vendor coordination to keep operations running smoothly.

• Generate invoices, estimates and track payments under Net 30 and Net 32 terms
• Follow up persistently on overdue restoration company accounts
• Document all payment communications accurately
• Freeze or escalate accounts when required

• Greets & Qualifies: Welcomes walk-ins, assesses project goals, timelines, and budgets. 
• Guides Selection: Demonstrates material options (durability, finish, price tiers) and curates design combinations. 
• Sample Management: Prepares, logs, and tracks checked-out physical samples and follow-ups. 
• Quotes & Estimates: Pulls project specs to generate preliminary pricing and formal client quotes.

• Manage Jobber CRM scheduling for field operations
• Ensure job completion follow-ups are properly scheduled
• Track active projects and confirm milestone completion
• Maintain organized documentation within Google Workspace
• Contacts suppliers to confirm inventory availability, pricing, and shipping schedules.
• Display management: Coordinates with vendor reps to restock sample boards, update pricing, and remove discontinued lines. 
• Order Processing: Places sample orders and handles returns/RMAs for damaged or incorrect goods.

• Answer incoming business phone calls professionally
• Schedule customers for current and future jobs
• Coordinate with internal team members to ensure operational follow-through
• Contact customers after job completion for payment collection
• Conduct customer satisfaction follow-up calls
• Maintain detailed call and communication logs

• Oversee daily operational flow to prevent bottlenecks
• Ensure no missed follow-ups or uncollected payments
• Assist in documenting, improving, and systemizing internal processes
• Help update company structure as operational and financial needs evolve
• Research and implement efficiency improvements, including AI and automation tools
• Upload basic company updates and job photos to internal platforms and website
• Coordinate with an external media team by sharing job photos and updates
• Handle administrative support tasks as needed

• 5 years of experience in construction, flooring, or a related industry.
• Hands-on experience with QuickBooks
• Solid accounting and bookkeeping background
• Excellent verbal and written English communication skills
• High attention to detail and strong organizational skills
• Comfortable handling collections and financial enforcement
• Ability to manage multiple systems simultaneously
• Proactive, ownership-driven mindset with operational accountability
• Ability to perform under pressure and manage competing priorities

• Experience automating workflows or using AI productivity tools
• Familiarity with Gusto or similar payroll platforms
• Strong working knowledge of Jobber CRM
• Prior experience supporting business owners or executives directly
• Previous remote experience working with U.S.-based companies

• Long-term role with strong growth potential
• High-impact position with direct influence on business operations
• Structured onboarding with minimal micromanagement
• Replacement guarantee during initial ramp-up period
• Opportunity to become a trusted right-hand partner to ownership