Office Administrator - Winnipeg, Canada - The Grounds Guys

The Grounds Guys

Verified Company

Winnipeg, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

As Office Manager, you are a key team member supporting the work of management and other staff. You are responsible for clerical, receptionist, bookkeeping, and project-based work to contribute to the day-to-day operations of Ground Guys. Exemplifying our code of values, you show respect and courtesy to all customers and employees.

You are self-motivated, thrive in fast moving environments, and are able to manage time to effectively meet deadlines.

You have proven communication skills with supervisors, employees, and customers and are able to effectively manage a variety of situations on a day-to-day basis.

Benefits & Pay
The pay range for this position is $24.00 to $25.00 per hour

We also offer:

Flexibility
Inoffice or hybrid working models to best suit your preference.
Benefits package available after 3 months
Profit sharing program (activated after probationary period has passed).
Paid training

Specific Requirements:

Direct and coordinate the administrative services in the office
Perform administrative functions including billing, payables, receivables, and project tracking and collection activity
Work closely with the production teams to ensure good flow of communication and data
Coordinate regulatory, licensing, and compliance type issues for the company. This includes provincial and insurance requirements.
Ensure invoices are sent in a timely manner after services have been completed. Monitor accounts receivable to ensure invoices are paid in a timely manner. One time projects are due upon completion, and monthly maintenance customers are invoiced monthly.
Send sympathy cards if we learn of a death or tragedy affecting a customer
Ensure through close communication with the owner that invoices are coded correctly for proper royalty rates. (Royalties are percentages of gross revenue we pay Grounds Guys to use their brand name)
Monitor expense accounts and communicate with the owner about payments to accounts when payments are due.
Perform functions including answering phones, filing, sales tracking and project tracking. Production revenue, and job labor will be tracked daily. This will be in conjunction with the owner.
Notify the manager or owner of any issues happening, or problems that need to be addressed.
Customers will be told an approximate time of when their project will commence within 2 days of receiving notification of work. Customers will be called at least 3 business days ahead of time to confirm when we are coming. Communication with the customer is key.
Monitor our Broadly account. Broadly is a reputation management company that we use to help our online reputation remain in good standing. You can use it to get customers to leave us reviews.
Work directly with the owner on business and confidential information including negotiating different business dealings. In this position, you will see the entire back end of the business including the books. You will be working daily in our financial software and a huge amount of trust, confidentiality, and ability to speak freely and openly about different situations is required. You are going to know everything about the company, and as such, can use your abilities to help grow it which directly benefits you.

Specific Daily Responsibilities:

Go over any phone calls, requests, or other miscellaneous things from the day before. Ensure communication is clear on who is calling about what when meeting with Managers daily. Follow up with us to ensure we called back people we said we would.
Update Office calendar
Review any invoices we have to pay to vendors with the owner to see what he wants to pay and when
Input any checks that have come through the mail in quick books
Ensure LMN time is updated for the upcoming days.
Ensure customers have been called about upcoming projects
Check the accounts receivable to find slow paying or over due customers and contact them about their open invoice. If they are not responding, identify them to the owner to see how to proceed.
Prior to leaving, call/text both the owner and Human Resources Manager to discuss anything that has arisen throughout day. This needs to be done by 3:30 to ensure anything that needs to be done can get done before 4:30