| Condensed Job Description |
REPORTING:
- This position reports to the Controller.
Front Office and Administrative Duties:
- Prepare morning coffee, and refreshments as needed for meetings.
- Answer phone and manage phone communications.
- Assist with correspondence and Business Development.
- Assist with preparing presentations to customers.
- Maintain promotional literature and data.
- Maintain information packets.
- Maintain contact/mailing lists.
- Coordinate postcard setup and ordering.
- Maintain photo archive and color sheets (photograph jobs in
process weekly).
- Mail distribution (incoming and outgoing).
- Assist Controller with invoice coding.
- Arrange travel and transportation for Owner and employees for
business trips.
- Manage Owners schedule.
- Update weekly personnel schedule.
- Maintain inventory of office supplies, coffee, tea, sugar, cups,
utensils, etc.
- Maintain inventory of hand soap, lotion, Kleenex, paper towels,
toilet paper, etc.
- Maintain inventory of shipping supplies and labels for FedEx,
UPS, USPS, etc.
- Sign for and distribute incoming shipping.
- Coordinate/schedule cleaning and maintenance services.
- Schedule monthly staff meeting.
- Keep desk and office presentable.
Human Resource Duties:
- Prepare monthly workers comp. reports.
- Prepare monthly EDD report.
- Be company contact for Health Insurance, etc.
- Sign new employees up for health benefits as they become
eligible.
- Maintain required postings annually (employer related mandatory
postings).
- Fill out annual workers comp. incident report to be posted.
- Facilitate Cobra for employees leaving company.
- Provide and maintain forms for personnel qualifying for Simple
IRA.
- Provide a monthly tally of hours worked per shop employee for
Controller.
Other Administrative Duties:
- From drafts provided by estimators, including CNC Sales Reps.,
do preliminary draft of K&A Proposal and Acceptance to be reviewed
by estimator/rep.
- After edits/changes are made on P&A, do final version for
approval, and submit to client.
- Prepare packing slips and get shipping quotes.
- Coordinate CNC department activities, including but not limited
to:
- Take on CNC department Administrative tasks as required.
- Track expected ship dates on projects, and arrange for shipping
quotes one week prior to shipment.
- Once the customer has made their shipping choice, request final
invoice from controller, communicate balance due to customer, and
arrange to receive final payment prior to shipment leaving K&A.
- Send promotional materials to outside sales reps. as requested.
- Notify Sales Reps of receipt of signed P&A's as they come in.
- Provide a copy of all outgoing P&A's to Controller.
- Maintain job files and drawings.
- Do customer up-dates via digital photographs and documents.
- Perform other duties as necessary.
|