The function of the Administrative Coordinator (AC) function is to:
1. Schedule Estimator appointments/ customer estimate requests meeting
customer service standards and effectively optimizing Estimator's time and
efficiency. Manages company telephone, email and website
communication and proficiently answers customer's questions regarding products and services.
2. Complete the administrative tasks in the Administrative Coordinator Daily
Operating Routine including the customer contracts and related sales
documentation for New Roofs and Full Roof Replacements
3. Assists Office Operations Manager as directed to complete all Office Operating
Routine functions and tasks. Support and facilitate the smooth flow of processes and communication with high levels of Support for all field
and office Team Members.
The Administrative Coordinator receives authority to carry out all job responsibilities and
duties from and reports to the Office Operations Manager.
Responsibilities
The Administrative Coordinator is knowledgeable about the products and services
offered by the company and communicates to customers how Langley Roofing can best
meet their needs. The Administrative Coordinator schedules customer estimate
requests, following company guidelines. The Administrative Coordinator completes the
Administrative Coordinator Daily Operating Routine and assists the Office Operations
Manager as directed. The Administrative Coordinator completes the administrative
activities required to assist the company's General Manager, Project Managers, and
Estimator/Sales Representatives in the installation of roofing systems for new
construction, full roof replacements, for both residential customers and general
contractors.
Duties
In carrying out the above responsibilities, the Administrative Coordinator duties include,
but are not limited to, the following:
Schedules Estimator appointments/ customer estimate requests meeting
customer service standards and effectively optimizing Estimator's time and
efficiency
Displays passion for customer service, accurately communicating customer's
requests, needs and wants to the Estimator and Project Manager
Is knowledgeable and understands Langley Roofing products and services in
order to answer basic customer questions
Accepts customer's requests via telephone, email and website and follows up
promptly
Answers company phones, taking accurate messages and returns calls promptly
Records estimate requests
Promptly and accurately communicates schedule to customers as appropriate
Takes customers payments via telephone
Provides license, insurance and general information to the customers
Creates customer contracts and related sales documentation (Blue/Red Folders)
Completes financing contracts process with customers regarding full roof
replacement (FRR)
Submits product manufacturers warranties, labor warranties and warranty
transfers
Follows-up on accounts receivable, during Bookkeeper absence, or as directed
by the Office Operations Manager
Maintains Langley Roofing main email account
Orders and maintains inventory of office supplies
Files and/or scans documents, shredding as needed
Keeps office clean and organized, optimizing productivity
Continues to enhance and refine the administrative process and systems
Assists Office Operations Manager as directed to complete all Office Operating
Routine functions and tasks
Takes phone messages and relays to the appropriate team member promptly
Works in a mutually cooperative manner with the Office Operations Manager and
other office staff for lunch breaks and/or work overload time periods, to achieve
organized and smooth administrative workflow.
Completes special projects as assigned by the General Manager and Office
Operations Manager
Follows the Process, uses good judgment
Works hard and supports all members of the Langley roofing team
Responds to all Langley Roofing team members texts or phone calls promptly
Presents clear, complete and concise Communication and information
Remains effective under stress and pressure
Will extend hours to meet job requirements
Takes initiative to accomplish non-routine tasks
Desired Traits, Attributes and Experience
5+ years office administration experience
Proven customer service communication
Competent typing skills
High school diploma required, two-year AA degree in business administration
desired, or work equivalent
Confident, competent, problem solver
Professionally represents Langley Roofing with the highest ethical and moral
standards
Works independently and productively,
Follows established guidelines and policies when performing duties
Takes initiative, self-starter, self-motivated
Polite, enthusiastic, respectful
Displays passion for customer service
Focused on accuracy of administrative details
Handles customer cash, payroll and confidential information properly and with
integrity
Excellent oral and written communication skills
Has basic working knowledge of computer use, experience with QuickBooks,
Microsoft Word and Excel
Well-organized and results oriented
Enjoys talking on the phone, ability to listen well and determine customer's needs
Able to execute and follow the full Administrative Operating Routine
Dependable
Enthusiastic, accepts ownership for job responsibilities
Willing to learn, takes initiative to enhance and update job knowledge