Sales and Operations Support Admin

Sales and Operations Support Admin 4.5 4.5 out of 5 stars 2110 Pewaukee Rd, Waukesha, WI 53188 Full-time Elite Construction Solutions LLC 2 reviews

Full-time Description:

Who is

Elite:

Elite Construction Solutions is a premier nationwide exterior contractor, dedicated to setting new industry standards through innovation, technology, and exceptional service. Our mission is to deliver unique and memorable experiences to all we encounter while elevating the benchmark for exterior construction and restoration.

Job Summary:

The Sales and Operations Support Admin is responsible for managing all office operations and customer service functions for their assigned local office. This role serves as the primary point of contact for customer communication throughout the project lifecycle, managing daily administrative tasks, customer interactions, and project communication. The position also provides overflow support to other offices as needed, particularly for phone coverage. The Sales and Operations Support Admin is essential for delivering exceptional customer experiences, maintaining efficient office operations, and supporting the operational success of the location.

General Responsibilities:

Local Office Management Manage all daily local office operations and administrative functions for the assigned local office Serve as primary administrative contact for the location Oversee office supplies and inventory; coordinate with vendors for restocking Manage onsite inventory including uniform items, office supplies, furniture, and toiletries Organize and maintain confidential office files and records, including annual turnover Coordinate fleet logistics including vehicle assignments and key control Support employee onboarding and offboarding processes including workstations, resources, and office tours Serve as point of contact for tech support including printers, computers, and troubleshooting internet issues Coordinate office management needs including cleaning and utilities Address visitor needs and manage office reception duties Overflow Support & Multi-Office Coordination Provide overflow support to other offices as needed, particularly for phone coverage Handle incoming calls from multiple locations during high-volume periods Collaborate with other administrators to ensure seamless customer service across all locations Customer Communication & Project Coordination Manage all incoming and outgoing communications including phone, email, and mail for the local office Serve as primary customer contact throughout the entire project lifecycle Conduct welcome calls to customers including requesting deposits Communicate with property owners regarding project details, timelines, and updates Monitor project progress and provide regular updates to customers Document and communicate project requirements and customer concerns Respond to customer inquiries in a professional and timely manner Send closing documents including warranties upon project completion Permitting & Compliance Documentation Pull and process permits for projects in the local office Determine permit requirements and complete permit applications Perform offsite tasks including building applications and permit submissions Maintain accurate records of all permit documentation and compliance requirements Billing & Financial Administration Answer customer billing questions and resolve billing inquiries Process checks and job paperwork for the local office Perform bank deposits and other financial administrative tasks Investigate and resolve billing discrepancies Send required billing documentation to customers Lien Management File liens as necessary for the local office Prepare and submit lien documentation in compliance with local regulations Maintain accurate records of all lien filings and related correspondence Account Management & Collections Manage accounts receivable collections for the local office Initiate outbound communications regarding overdue accounts Receive inbound calls regarding invoices and account status Monitor customer accounts and ensure timely payments Track payment due dates and send payment reminders Proactively contact customers regarding past-due balances Monitor incoming payments and update account records Maintain detailed notes and accurate records of all account activities System Management & Data Entry Utilize company ERP system (Blaze) for daily tasks and project management Perform data entry and ensure accuracy across all platforms Complete Blaze tasks including checking in paperwork and project updates Document customer interactions in the ERP system Maintain detailed records of customer interactions and project outcomes Ensure compliance with communication standards and data management protocols Post-Project Support & Quality Assurance Conduct post-project satisfaction surveys Escalate warranty inquiries and technical issues to appropriate departments Identify trends in customer feedback and provide insights for improvement Direct homeowners to appropriate departments for specialized support Office Operations & Event Coordination Coordinate onsite events including training lunches and meetings Process marketing material requests including flyers, business cards, mailers, and signage Perform deliveries and other offsite administrative tasks as needed Support overall office efficiency and team coordination Additional Duties Perform other duties as assigned by management

Requirements:

Minimum Qualifications:

Associate's degree preferred; high school diploma and/or equivalent GED with relevant experience required. 2+ years of customer service experience (construction/home services preferred). Attention to detail required Excellent problem-solving and diagnostic skills. Ability to problem-solving and use critical thinking Ability to handle conflict in a professional and courteous manner Excellent verbal, electronic, and written communication, and customer service skills Work with peers and all departments for the common goals of the organization Reliable in meeting work commitments Must be flexible and adapt to most any situation Ability to utilize technology devices, software and application like CRMS and/or ERP systems, previous experience with Microsoft Office Suites and basic computer skills required

REQUIRED

WORKING

CONDITIONS

Hours:

40 hours weekly and additional as needed

Location:

to be performed at assigned Elite location

Market Elite Mission:

Contractors have a bad rep - and let's be honest, many disreputable contractors over the decades have earned it. Elite's mission is to be the sales organization of choice and to improve the industry standard. We set the bar high to raise the benchmark.

Elite Vision Statement:

Operational excellence via technology and a relentless focus on KPIs. Basically, everyone should do their best work to make sure operations run smoothly; we utilize technology to help when possible and we will gauge our success by tracking key performance indicators.

Elite Values:

At Elite we believe in doing the right thing no matter what. Part of being Elite means owning up to mistakes, being honest and turning away a potential lucrative sale when we know we cannot deliver a desired service. It also means setting up our employees for success. #INDECSW2