An Office Manager directs administrative staff and manages workflow in a business office. Supervises clerical work, tracks office supplies, oversees maintenance for office equipment and manages budget for office expenses. May hire and train staff.
Overview The Front Office Administrator is responsible for the daily administrative operations of the company and serves as a primary point of contact for customers, employees, vendors, and management. This position requires strong organization, attention to detail, timely communication, accurate recordkeeping, and the ability to manage multiple priorities. The Front Office Administrator is responsible for keeping customer accounts, schedules, work orders, notes, billing information, and other administrative records accurate and current. Because the front office directly supports the company's field operations, timely completion of assigned tasks and accurate communication are essential functions of this position.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Customer Service & Communication Answer incoming phone calls, emails, text messages, and other customer communications in a professional and timely manner. Assist customers with questions regarding services, scheduling, invoices, payments, and account information. Document all significant customer communications in the appropriate customer account or note section. Record customer requests, complaints, changes, approvals, cancellations, and other account-related information accurately. Communicate customer requests and concerns to management or the appropriate department. Follow up with customers when additional information, approval, payment, or clarification is required. Maintain a professional, courteous, and helpful attitude with customers at all times. Ensure customer communications are not overlooked, forgotten, or left unresolved. Scheduling & Work Management Create and maintain customer visits, work orders, service calls, and recurring services. Assist with scheduling mowing, fertilizing, weed control, landscaping, cleanups, snow services, and other company services. Ensure scheduled work is entered accurately and within the required timeframe. Update schedules when weather, staffing, customer requests, or other circumstances require changes. Communicate schedule changes to customers, field employees, and management as necessary. Monitor outstanding work and follow up when assigned work has not been completed. Assist management and field personnel by ensuring they have the information and work assignments necessary to complete their jobs. Customer Accounts & Recordkeeping Maintain accurate and current customer accounts. Enter and update customer addresses, contact information, service information, pricing, contracts, expiration dates, and other account information. Ensure contracts and required customer documents are received, properly recorded, and maintained. Monitor accounts for missing information or documentation and follow up as necessary. Maintain accurate notes regarding customer conversations, decisions, approvals, complaints, and other important account activity. Review account history when responding to customer questions or disputes. Ensure important information is documented rather than relying on memory or verbal communication.
