Office Manager / Creative Admin

Responsible for organizing and coordinating office operations and procedures to ensure organizational effectiveness and efficiency of employee, vendor, and customer information.

DUTIES & RESPONSIBILITIES

Manage all district staffing and recruiting activities

Maintain office supplies and equipment. Coordinate and support general office tasks as needed

Understand SalesForce and Viaseys Database to support your Operation Manager’s District annually

Human Resources related activities:

Assist and collect all new and returning employee paperwork

Assist Human Resources with the recruitment, orientation, and training of seasonal staff (may require some weekends)

Assist seasonal staff with electronic onboarding.

Training, Safety, and Compliance:

Engage with all safety, work rules, and regulations to maintain housekeeping standards

Assist in training and tracking of safety rules and compliance for employees within the district

Train and administer policies and procedures

Assist in coordination and scheduling of district required training in and out of the season

Operations Related activities:

Pre-Season review and photography

Update route books, customer scopes and maps

Load storm data and paperwork post storm into shared files

Post Season review and photography

Loading of pictures and inspection data into Post Season Cases

Fleet related activities:

Asset/Parts tracking and accountability

Invoice flow

DVIR organization

Customer Service:

Heavily involved in Service Case flow and completion

Cover customer service when necessary

Finance:

A/R Activities

Ability to contact customers and communicate open aging

Pull invoicing out of NetSuite and email to customer

NetSuite, have basic knowledge and understanding

Ability to pull and email invoices

Understanding of billing processes, making sure customers are receiving their bills via portal uploads or required methods

Insurance/COI requests as needed

POC and process external and internal mail / email / packages timely

Support GM in general office tasks (supplies, meetings coordination, etc.)

Subcontractor Agreements; creation and processing

Subcontractor compliance; W9, COI, etc.

Payroll Verification

Manage Attendance Sheets/Calendar (Sick and Vacation)

Enter Cases pertaining to Maintenance/Enhancements and Irrigation

QUALIFICATIONS

High school diploma or G.E.D. equivalent

Proficient in use of general office equipment (fax and copy machine)

Proficient in Microsoft Office (i.e. Word, Excel, Outlook)

Discretion and trustworthiness due to access and assistance with confidential information

Excellent communication, time management, and organizational skills

BENEFITS

Medical anddentalinsurance benefits

Company-sponsored Group Term Life & Short-Term Disability insurance

401k retirement plan with company match

Groundmasters Landscape Services is an equal opportunity employer that takes pride in creating a diverse and inclusive workplace. The company complies with all applicable federal, state, and local fair employment practices law. Winter Services strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of age, race, religion, color, creed, disability, familial status, sex (including pregnancy, childbirth, breastfeeding, and related medical conditions), sexual orientation, gender, gender expression, gender identity, genetic information, marital status, national origin, ancestry, veteran or military status, or any other characteristic protected by federal, state, or local law.

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