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Job Type: Full-time
Pay: $24/hr
Job Summary:
The Office Administrator for the Central Oregon Landscape Division serves as the primary frontline ambassador and administrative support pillar for the branch. This role plays a critical part in maintaining client satisfaction by managing all incoming client calls, maintaining the division’s central call log, and routing inquiries accurately. Additionally, this position directly supports the Office Coordinator by assisting with data entry, gathering field documentation, and handling routine administrative tasks required for seamless invoicing, accounts payable (AP), and accounts receivable (AR) workflows.
Essential Duties:
- Frontline Communication & Call Management: Serve as the primary point of contact for incoming phone calls, web inquiries, and office visitors. Maintain a meticulous, real-time central call log to ensure no client request or lead is missed.
- Lead & Inquiry Routing: Screen and route client inquiries, service requests, and billing questions to the appropriate project manager, estimator, or the Office Coordinator.
- Office Coordinator Support: Assist the Office Coordinator with daily administrative tasks, including entering data into invoicing platforms, scanning signed contracts, and filing financial documents.
- Field Documentation Gathering: Connect weekly with crew leaders and project managers to collect completed timecards, material tickets, and field reports, ensuring the Office Coordinator has the necessary paperwork for timely job costing.
- Data Entry & Reporting Assistance: Help populate and update Google Job Progress Reports and basic billing templates as directed by the Office Coordinator.
- Accounts Receivable (AR) Assistance: Assist with sending out routine past-due statement reminders to clients and logging basic payment receipts under the guidance of the Office Coordinator.
- Mail & Correspondence: Manage incoming and outgoing office mail, deliveries, and general email inboxes, ensuring billing inquiries are immediately flagged for the finance team.
- Office Supply & Environment Management: Keep the office environment organized, professional, and fully stocked with necessary administrative and safety supplies. Execute weekly cleaning of office interior.
Seasonal Responsibilities
- Spring: Handle the high volume of incoming activation calls; assist with prepping client files and digital folders for the upcoming season.
- Summer Peak: Efficiently manage high-volume phone traffic and ensure the call log is updated by the minute; provide heavy data-entry support to keep up with peak invoicing cycles.
- Fall Closeout: Assist in tracking down outstanding field paperwork and closing out seasonal communication logs.
- Winter Admin Season: Support year-end filing, digital archive cleanup, and office organization; assist with preparing administrative materials for the upcoming year.
Safety
- Follow all OSHA regulations that pertain to your job.
- Report any work hazards to your lead, supervisor, or manager immediately.
- Use personal protective equipment (PPE) as needed for the activities that will be assigned to you.
- Participate in all safety protocols and procedures training that are relevant to your position.
- Report and document all work-related job injuries and accidents on the provided form.
- Attend and participate in annual safety training.
Knowledge / Skills / Abilities:
- Ability to embrace and meet our standards of Excellence – REI
Reliability
o Doing what we are expected to do
o Being honest and accountable for our actions
o Being on time and on task
o Always doing what we say we will
Effort
o Working hard and consistent
o Committed to doing our jobs extremely well
o Making great products
o Providing great service
Integrity
o Honesty and Transparency
o Communicating professionally and respectfully
o Acting in the best interest of others
o Choosing the right thing over the easy thing
- Communication Excellence: Exceptional verbal and written communication skills, with a welcoming, professional phone demeanor and the ability to practice active listening.
- Organization & Multi-tasking: Superior organizational skills with a proven ability to manage a busy multi-line phone system while accurately maintaining a digital call log.
- Technical Literacy: Skilled in the use of standard office equipment and proficient in Google Workspace (Docs, Sheets) and Microsoft Office suites.
- Attention to Detail: Ability to input data accurately into tracking sheets and databases without losing critical information.
- Collaboration: Ability to work cooperatively and take direction seamlessly from managers and the Office Coordinator.
- Discretion: Ability to handle confidential client information and sensitive HR documentation with absolute integrity.
Education / Experience:
- High school diploma or equivalent.
- Minimum of 2+ years of relevant experience in an Office Administration or Receptionist role.
- Minimum of 3+ years of relevant experience in a heavy Customer Service or Call-Handling role.
- Proven experience utilizing Google Sheets/Drive and Microsoft Excel.
Special Requirements/Certifications/Licenses: N/A
Physical and Environmental Requirements:
- May be required to lift up to 35 lbs.
- Hand-eye coordination and hand, arm, and finger mobility for detailed work with objects.
- Active movement throughout the day: sitting, walking, standing, bending, reaching, etc.
- Vision: close vision, color vision, and ability to adjust focus for extended computer screen work.
- Hearing: able to satisfactorily communicate with customers, vendors, and staff members clearly over the telephone and in noisy office environments.
- Exposure to moderate noise levels (ringing phones, office chatter).
- Exposure to a fast-paced, high-volume customer service environment.
Additional or different duties may be assigned occasionally at the employer’s discretion.