Job Description for:

Office Assistant

Job Summary:

Baker Landscaping & Concrete LLC is seeking a detail-oriented and reliable Office Assistant to support the finance, sales, and operations team in managing daily tasks. This role involves maintaining accurate records and supporting other administrative functions to ensure the smooth operation of the company’s processes. The ideal candidate is organized, has a strong attention to detail.

Supervisory Responsibilities:

· None

Duties/Responsibilities include, but are not limited to:

o Answer incoming calls by the second ring.

o Thryv – Call all leads within 15 minutes. Monitor and follow up with all leads as necessary.

o Enter contact and property information in LMN.

o Set up a To Do in LMN for the Sales Team for 72 hours after the appointment. 2 Hours after the appointment if the job requires a drawing.

o Enter the customer information of the Customer Report under the correct salesperson.

o Email all estimates once they are completed by a salesman. All estimates must be proofread, and T & C are inserted before sending. Once an email has been sent, call the customer and let them know that the proposal has been emailed. Update Customer Report and Sales Board with proposal information.

o New Jobs – Create Job folders and job jackets using the proper forms, and once the deposit has been received, add a copy of the check to the Job Folder and then hand off to operations.

o Maintain sales board spreadsheet.

o Maintain Customer Report.

o Run Reports for weekly sales meetings with sales figures, bid statuses, salesmen percentages, etc.

o Run weekly reports for Adam and email them on Friday afternoon. Customer report for each salesman, salesmen's close percentages, weekly sales, and sales calls tracker.

o Batch non-job-related A/P to be sent to accounting

o Back up to Operations Administrator and Administrative Assistant

o Open and distribute mail

o Maintain Uniform for field employees

o Maintain the DOT program for drivers

o Assist with H2B program

Required Skills/Abilities:

· Strong attention to detail and excellent organizational skills.

· Ability to handle confidential information with professionalism and discretion.

· Strong communication skills, both written and verbal.

· Ability to handle sensitive information with confidentiality and professionalism.

Education and Experience:

· High school diploma or equivalent required; associate degree in Accounting, Finance, or related field preferred.

· 1-2 years of experience in bookkeeping, accounting, or a related field is preferred.

Physical Requirements:

· Prolonged periods of sitting at a desk and working on a computer (up to 80% of the workday).

· Ability to stand, walk, and occasionally move between office areas to attend meetings or assist employees.

· Occasional lifting of office supplies, files, or equipment weighing up to 15 pounds.