Office Administrative Assistant Roles and Responsibilities Summary
The following are the primary Roles and Responsibilities of a PuroClean® Office Administrative Assistant
1. Customer Satisfaction
a. Handle customer needs and concerns, as appropriate.
b. Notify office manager of customer needs and concerns, as necessary.
2. Phones/Job Scheduling
a. Answer phones, provide customer service, and maintain phone message documentation.
b. Coordinate job scheduling.
c. Manage Work-in-Progress (WIP).
3. Job File Management
a. Complete First Notice of Loss (FNOL) documentation.
b. Prepare job paperwork for crew/estimator.
c. Enter estimates.
d. Maintain all the job file documentation.
e. Maintain job file communications.
f. Confirm subcontractor activity.
g. Complete job file documentation.
4. Job File Audit Process
a. Validate job files prior to uploads.
b. Upload correct and accurate job file documentation as per required time stamps.
c. Complete the self-audit of required job files using the self-audit tool.
d. Correct any rejected job files.
5. Compliance Documentation
a. Maintain National Accounts Program Agreement status.
b. Maintain compliant third-party program status.
c. Maintain Franchise-specific compliance documentation.
d. Update Business Resume.
6. Inventory Documentation
a. Maintain proper on-hand inventory of Professional Cleaning Products, operating supplies, and office supplies.
b. Track location of fixed assets.
7. Financial Administration
a. Reconcile invoices with invoice list by royalty month report and submit royalty volume calculation report for owner review.
b. Bill/invoice customers for services.
c. Process customer payments; prepare and record deposits.
d. Reconcile petty cash.
e. Perform Accounts Receivable (A/R) collections.
f. Perform Accounts Payable (A/P).
8. Operations
a. Complete daily/weekly reports and turn in on time to Manager.
b. Maintain file system.
c. Maintain company calendar/schedule.
d. Maintain incoming and outgoing mail, e-mail, and faxes.
e. Review and route bulletins.
9. Technology
a. Perform computer backups and weekly tests of backups, testing backups.
b. Coordinate computer and software upgrades and installation.
10. Marketing Support
a. Organize and send theme marketing and other mailings.
b. Perform public relations activities.
c. Provide Continuing Education (CE) seminar support.
d. Perform 6-month recalls.
11. Professional and Personal Development
a. Continue professional development of PuroClean® specific skills and expertise: office procedures and processes.
12. Safety and Risk Management
a. Attend safety training.
b. Understand and follow safety and risk management guidelines in the office and while traveling.
13. Other Duties as Assigned
a. Take ownership of Roles and Responsibilities and handle recurring and unique tasks, as necessary.
Job Types: Full-time, Part-time
Pay: From $35,000.00 per year
Expected hours: 30 – 40 per week
Benefits:
- Dental insurance
- Health insurance
- Paid time off
Work Location: In person
