FUNCTION:
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
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Maintain office supplies and equipment. Coordinate and support general office tasks as needed
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Understand SalesForce and Viaseys Database to support your Operation Manager’s District annually
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Human Resources related activities:
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Assist and collect all new and returning employee paperwork
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Assist Human Resources with the recruitment, orientation, and training of seasonal staff (may require some weekends)
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Assist seasonal staff with electronic onboarding.
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Training, Safety, and Compliance:
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Engage with all safety, work rules, and regulations to maintain housekeeping standards
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Assist in training and tracking of safety rules and compliance for employees within the district
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Train and administer policies and procedures
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Make sure binders and sign in sheets are updated and loaded annually into the required binders
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Assist in coordination and scheduling of district required training in and out of the season
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Operations Related activities:
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Pre-Season review and photography
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Blizzard U participation and training
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Update route books, customer scopes and maps
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Load storm data and paperwork post storm into shared files
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Post Season review and photography
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Loading of pictures and inspection data into Post Season Cases
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Pulling of stakes
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Assisting in MM breakdown and recovery
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Heavily involved in recruiting of seasonal and sub staff
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Represent the company at job fairs, school, and community events
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Screening of candidates in support of the OM’s for seasonal staff recruitment
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Conducting interviews in Spanish
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Sales related activities:
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Sales prospecting in the field
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Appointment setting
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Cold calling weekly in the summer
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Call block day with sales team
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Measuring prospective sites when necessary
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Cleaning up data within Salesforce
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Participate in Sales Blitzes
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Fleet related activities:
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Asset/Parts tracking and accountability
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Invoice flow
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DVIR organization
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Customer Service:
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Heavily involved in Service Case flow and completion
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Cover customer service when necessary
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Finance:
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A/R Activities
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Ability to contact customers and communicate open aging
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Pull invoicing out of NetSuite and email to customer
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NetSuite, have basic knowledge and understanding
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Ability to pull and email invoices
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Insurance/COI requests as needed
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POC and process external and internal mail / email / packages timely
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Support GM in general office tasks (supplies, meetings coordination, etc.)
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Subcontractor Agreements; creation and processing
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Subcontractor compliance; W9, COI, etc.
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