Duties:

• Welcomes and greets visits and customers
• Answers 3 incoming telephone lines. Provides information about organization. Delivers oral or written messages. Retrieves messages daily from answering machine
• Schedules appointments for maintenance, landscape supervisor and landscape designer
• Takes job work orders for replacements and irrigation problems
• Assists customers with purchases (receipts, charges, purchases on account), make change. Gives availability and pricing on nursery stock
• Makes charges to customers credit cards utilizing automated charging system
• Responsible for balancing petty cash box daily
• Accepts applications and pre-interviews potential employees
• Adds, updates and prints label for timecards utilizing CounterPoint software program. Tracks employees time in service
• Journals and follows up on all bids and proposals
• Assists with making telephone calls on overdue maintenance, landscaping and nursery accounts. Applies finance charges to overdue invoices
• Responsible for tracking maintenance crews’daily job work orders. Compares job work reports to weekly schedule ensuring accuracy and completeness
• Prepares daily deposits, makes copies of all checks and header tickets for credit cards
• Prepares folders for maintenance and landscaping/irrigation customers according to company procedures. Ensures accuracy of billing/physical addresses and telephone numbers. Prepares maps and foreman instruction packets
• Issues quotes, pull tickets, invoices and statements for landscaping and nursery departments and customers utilizing CounterPoint software program
• Invoices landscaping and nursery customers for purchases/work completed utilizing CounterPoint software program
• Type contracts, estimates, correspondence, invoices and labels
• Applies for permits from city/town/county for irrigation
• Calls ULOCO for marking job locations 48 hours in advance of job
• Verifies nursery customers credit applications and notifies customer in writing of credit approval ensuring copies are placed in customer files
• Assists with contacting customers with overdue balances. Applies finance charges
• Monitors and tracks supervisors/foreman and all vehicles utilizing two-way radio transmissions
• Issues purchase orders for items under $100.00
• Issues company credit cards ensuring employee signature is obtained
• Organizes and maintains office files
• Assists Charles and Cindy with personal office filing
• Issues postage to outgoing mail
• Operates photocopier, fax machine and other office equipment
• Issues controlled supplies: irrigation clocks, nursery, maintenance, landscaping supplies
• Runs errands to business establishments (bank deposits, blue prints, etc.)
• Key holder assisting with closing procedures of front office