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Primary purpose of job: Assist with the daily operations of the office, serve as Human Resource liaison and directly supports the owners.
Reports to: Owner
Primary purpose of job: Assist with the daily operations of the office, serve as Human Resource liaison and directly supports the owners.
Job Duties
In this position, you will be responsible for the administration, support, and daily aspects of wide variety of business functions and overall front office activities These will include various means of direct contact with employees and customers. You will be a point of contact for customer telephone and email communications, as well as performing filing, data entry and general office functions and scheduling. Assist in the retail store.
Office Management Duties
§ Complete office duties in a timely manner including filing, distributing mail, applying checks, and managing the automated customer notification system.
§ Handle, screen, and direct customer calls, emails, and voicemail inquiries and complaints with a high level of customer service. Ensure all supporting documentation of contact is obtained in the event follow up is required.
§ Accurately input and process sales leads, service repairs, and opening and closing orders, making sure to acquire signed service contracts and billing information. Process and schedule inspection and indoctrination services, and act as the point-of-contact for realtors.
§ Manage customer retention programs including issuing monthly discount passes and bi-monthly new customer letters. Manage Constant Contact customer entries, update as needed.
§ Assist the sales team when needed. Screen and schedule awning and Christmas Décor appointments, and input cover data entry.
§ Manage the office side of Christmas Décor. Process all paperwork, client contracts, and sales orders. Accurately apply payments, send invoices, and track finances for the annual year-end survey.
§ Remain up-to-date with product knowledge for the pool and awning industries to provide daily customer service. Gain proficiency in water testing and water chemistry.
§ Assist in the retail store as needed, weekly. Must be available to work occasional weekend shifts.
§ Coordinate company trainings, meetings, parties, and luncheons. Coordinate logistics for employee conferences, including overseeing class registrations, hotel room accommodations, and travel needs. Oversee the planning and execution of the annual Company Christmas party.
§ Compose submissions for State, Regional, and National service competitions. Assist with editing Company contracts, press releases, and customer emails.
§ Participate on the OSHA Safety Committee.
§ Follow through with any additional duties as directed by management within the designated timeframe.
HR Duties
§ Maintain employee files.
§ Prepare documentation and onboard new employees, ensuring proper registration with Company auto insurance, gas cards, and life insurance, among other required platforms.
§ Prepare termination, disciplinary, and loan documentation as required. Work closely with management to prepare employee performance improvement plans.
§ Assist with the rehire and layoff process. Respond to unemployment compensation claims and mailed government information request forms.
§ Track applicants, screen potential candidates, and schedule interviews appropriately. Assist with job descriptions, employee objectives, and prospective employee offer letters.
§ Handle employee benefit enrollment and healthcare waivers. Coordinate employee registrations for medical, dental, and 401k plans.
§ Manage time and attendance records for all employees and assist with the administration of Paid Time Off to ensure files are updated and reconciled with payroll.
§ Manage the employee incentive program, and guarantee monthly posting of awards points.
§ Handle Worker’s Compensation claims, and document investigations appropriately by OSHA Safety standards. Act as Company-contact for insurance brokers and medical providers.
§ Conduct annual Company Handbook training. Edit and update the Handbook as necessary based on evolving PA and federal employment law.
§ Remain up-to-date on relevant HR laws through seminars and webinars. Ensure compliance and update federal postings, medical panels, and government employment forms.
§ Act as a liaison with temporary agencies and job boards for staffing needs. Explore other sourcing options.
Education and Experience
§ College degree or equivalent work experience
§ 2 or more years of office/administrative experience
§ Computer skills and knowledge of Outlook, Microsoft Office
Job Requirements
§ Experience in the pool/spa industry desired but not required
§ Must work overtime and occasional weekends in peak season
§ Knowledge of Chester County geography desired but not required
Other requirements
§ High attention to detail and accuracy
§ Strong organizational and follow up skills
§ Strong written and verbal communication skills
§ Ability to work in a fast-paced environment
§ Ability to manage multiple, simultaneous, and changing priorities
§ A high degree of flexibility
§ Customer service driven with strong listening and problem-solving skills
§ Strong team player
§ Positive attitude, strong work ethic, and willingness to learn’
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Work Remotely
Job Type: Full-time
Pay: $40,000.00 – $55,000.00 per year
Education:
Experience:
- Human resources: 1 year (Required)
Work Location: One location