JOB SUMMARY: The Office Administrator is a significant member of our world-class customer service business. The Office Administrator's primary duties are to ensure the efficient day-to-day functioning of our Oceanside office, and to support the team so that members have everything needed to succeed. The Office Administrator successfully enables us to meet the high level of customer service we deliver to our clients.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other assignments, projects and duties may be required:
• Assisting with daily invoice processing and updating the company service database to ensure invoices are being generated and sent to customers in a timely manner.
• Collecting and processing customer payments, collaborating with our controller to effectively address and manage all delinquent accounts. Collaborating with managers to determine customer creditworthiness.
• Managing all customer requests for certificates of insurance. Reviewing customer agreements for terms compliance and communicating deliverables to Operations Team for performance.
• Posting all vendor invoices.
• Developing and maintaining a schedule of all active licenses and various certifications, processing renewals as needed.
• Maintaining company filing systems to ensure proper retention, protection and disposal of records.
• Tracking and replenishing office supplies.
• Promoting a safe and clean work environment
QUALIFICATIONS AND SKILLS NEEDED:
• "Can-Do" attitude.
• Strong attention to detail
• Keeps track of multiple tasks simultaneously.
• Strong verbal and written communication skills.
• Works well with others and contributes to a collaborative office culture.
• Completes tasks on time and can properly prioritize work.
• Provides excellent customer service.
• Ability to plan, coordinate, and execute office projects and events.
EDUCATION AND REQUIREMENTS:
• High school diploma, GED, or equivalent.
• Two to three years of office management experience.
• Service contractor industry experience is preferred.
• Proficiency with Quickbooks, Microsoft Excel, Access database and phone systems is preferred.