Front Desk Administrator

Job Description

Customer Service & Front Desk Management

Greet visitors and clients warmly, directing them to the appropriate team member or department.

Answer incoming calls promptly and professionally, determining the nature of inquiries and transferring calls or taking messages as necessary.

Manage the reception area to ensure it is organized and welcoming.

1. Customer Service & Phone Management

Answer incoming, greeting customers according to the relevant brand.

Direct calls to the appropriate extensions or take messages if the recipient is unavailable.

Provide courteous and efficient service, assisting customers with inquiries and scheduling service calls as needed.

2. Appointment Scheduling & Coordination

Use Jobber to schedule new installations and yearly service appointments with our technicians, including coordinating for remote areas (Las Vegas, Northern California, and Texas).

Confirm appointments with customers, ensuring accuracy of address, time, and contact details.

Coordinate schedules to maintain optimal daily capacity for technicians.

3. QuickBooks & Customer Database Management

Maintain up-to-date records in both new and legacy QuickBooks databases.

Transfer customer information from the old QuickBooks system to the new one as needed.

Enter invoices, check payments, and apply credits for services rendered.

Update records with serial numbers, service dates, and installation details.

4. Order Processing & Billing

Process customer orders in Shopify and ensure accurate shipment details are provided to the shipping department.

Manage Authorize.net for processing payments, ensuring invoices are accurately updated.

5. Customer Onboarding & Collections

Manage new customer onboarding, including sending out welcome letters, adding customers to our database, and processing first-time payments.

Handle collections: contact customers for overdue payments, send follow-up letters, and liaise with collections agencies when needed.

6. Administrative Support

Maintain office supplies, ensure company and brand flyers are in stock, and assist in preparing sales kits.

Manage and organize filing systems, ensuring customer and vendor records are complete and up-to-date.

Support event coordination, including preparing for incoming sales meetings and other scheduled events.

Qualifications

1+ years of experience in an administrative or customer service role.

Proficiency with Monday.com, Timely, QuickBooks, and basic office software (e.g., Microsoft Office Suite).

Excellent organizational skills with attention to detail.

Strong interpersonal and communication skills.

Ability to multi-task and prioritize in a fast-paced environment.

Tools and Software

Email: Use assigned company email and answering inquiries

Monday.com: Track customer projects, sales orders, and installation details.

Timely: Schedule appointments for installations and services.

QuickBooks: Maintain customer records, enter invoices, and manage payments.

Authorize.net: Process customer credit card payments.

Training and Support

Initial training provided on QMP’s processes, software (Monday.com, Timely, QuickBooks), and Loom videos for additional guidance.

Ongoing support and additional training as needed for handling specific tasks or updates to company procedures.

Full-time