Office Manager

We are a highly reputable roofing company located in Hastings and we are searching for someone who is organized, detail-oriented, and operates at a high level while multi-tasking.

Who We Are

We have been in business for over 40 years, delivering quality construction projects throughout Minnesota. We are a family-owned and operated business, with a team of experienced professionals who take pride in their work.

Our mission is to provide EXTREME value to property owners. Whether you're looking for general contracting services or a specialized trade contractor, we are the company you can trust.

The Role

You will be responsible for ensuring that our business is able to achieve their goals by assisting the daily upkeep of customer service requirements, answering phones, CRM database entries, handling the day-to-day accounting functions of the business; scheduling, organizing and preparing for meetings with our office team, ordering office supplies/office furniture/sales literature, maintaining office equipment & filing, and putting systems in place to ensure the smooth operation of the office as a whole.

An excellent communicator, you can build and maintain key relationships with the office staff and our current franchisees. While delivering projects on time and ahead of set deadlines

Passionate, enthusiastic, and motivated by success, a key focus of this role will be assisting the business in operating in a seamless fashion, identifying needs and completing tasks as they arise to assure that the office as whole can operate in an effective manner.

Responsibilities

1. Develop Administration Manual, including policies and procedures
2. Pay all invoices after owner review
3. Assemble Individualized Production Packets and Distribute to Positions as Needed:
   1. 1) Site-Supervisor,
   2. 2)Sales Representative,
   3. 3)Subcontractor Crew,
   4. 4) Homeowner
4. Assemble photo reports on CompanyCam, including but not limited to permit inspection reports, initial damage inspection reports, and supplement reports
5. Maintain our physical files & CRM software, by consistently printing/scanning & uploading the following:
   1. 1) Client Information,
   2. 2) All documents related to each client, including but not limited to contracts, change orders, invoices/receipts, photo reports, estimates, insurance paperwork, permits, digital measurement reports, material orders, labor orders
   3. 3) Payments made and received uploaded
6. Email and call clients to schedule/confirm all appointments and jobs
7. When new lead is received, create:
   1. A lead on Acculynx
   2. A project on CompanyCam
   3. A storage file on Dropbox
   4. A physical file with a manila folder
   5. A colored folder for the designated company representative
   6. Tasks for certain people to do certain roles - attending an appointment, follow up, emails, etc.
8. Send a link to the homeowner to complete a HOVER (digital measurement report) for DBC, when applicable
9. Coordinate with bookkeeper for financial reports
10. Upload before & after pictures to Project Map It (PMI) with product information

Qualifications

• Previous office management experience
• Proficiency in CRM software and Microsoft Office Suite (Word, Excel,
• PowerPoint)
• Ambitious with the drive and commitment to succeed.
• Self-Driven to produce, execute, & troubleshoot as needed to meet provided criterias, documents, and tasks.
• Self-Accountable to carrying out tasks on proper deadlines.
• Highly motivated and focused.
• Excellent interpersonal and written communication skills.
• Organized and focused through daily rituals including action planning and time management.
• Attention to detail.
• Naturally shows initiative and is solution focused.
• Well-presented and articulate.
• Sound computer literacy skills.