o Point of contact for general communications with the CEO and plays an integral role in keeping the operations running smoothly.
o Handles and processes reports, invoices, and other documents (statements, invoices, notes, credit memos and receipts).
o Right-hand man, handling scheduling, correspondence, and other administrative duties with efficiency and professionalism.
o Ensures financial records are accurate and up-to-date, allowing the CEO to make informed decisions for the future of the businesses.
o Utilizing technological tools and software and managing sensitive matters with a high level of confidentiality and discretion, especially decisions that have a direct impact on the company's operations.
o Excellent communication and time management skills; proven ability to meet deadlines.
o Performs accounting tasks and sends salary payments to the company owners and provides complete administrative support like managing the social media platforms of the businesses (LinkedIn,
o Ability to function well in a high-paced environment; performs additional duties as assigned by the CEO.
o Complete ad-hoc projects as assigned – such as personal events and/or family needs.
Administrative
o Reviewing proposals and landscape designs from architects, matching them to plant schedules.
o Garden center scheduling and creating job tickets.
Service Delivery
o Executing on the tactical aspects of client service delivery as directed by the CPO.
o Managing campaigns, system integrations, and other client-specific tasks.
Performance Tracking
o Monitoring and reporting on the performance of campaigns and other service deliverables.
o Providing data and insights to support performance analysis and improvement. Documentation
o Documenting processes, client configurations, and campaign setups for future reference.
o Assisting in creating and maintaining a knowledge base to support continuous learning and process improvement.
Customer Service Advisor
o Face of the brand, speaking to customers, helping on the phone or online, or completing administrative tasks to help everyone manage their money better.
o Set up and maintain customers' accounts.
o Promote and sell financial products and services to customers and use the IT system to update account details.
o Handle customers' financial transactions, including cashing cheques, completing money transfers and opening and closing accounts.
Accounting
o Send payment summaries and Superannuation statements to customer, suppliers, and accountant.
o Invoice creation and reconciliation.
o Budget and expense tracking.
o Collect payments through customers.
o Maintain financial spreadsheets and records.
o Filing and review of payroll documents.
o Create quarterly and annual reports as well as presentations.
o Management of XERO accounting platform (reconciliation, payroll, and add supplier and customer invoices).
Sales
o Determine and contact potential customers to discuss business opportunities.
o Prospective customers' contact information information should be added to the customer database.
o Perform daily tasks in accordance with the work plan.
o Maintain profitable and productive customer relationships.
o Maintain current product information and promotions knowledge.
o Communicate with customers via e-mail and live chat.
o Respond to customer inquiries in a timely and professional manner.
o Deliver excellent services while ensuring customer satisfaction.
o Keep up to date on online marketing trends and competitors.
Automations
o Exploring and implementing new methods for system automation that aligned with the business.
o Developing new automations via Active Campaign, Zapier, and MailChimp.
o Managing Inspect All a crane inspection software.
o Review current WIP flow and plan on how to streamline (i.e. CRM or work flow program).
Marketing
o
o Web content optimization for SEO strategies.
o Keeping social media profiles up to date (create and schedule posts for
o Providing advice on new trends.
o Managing the creation and distribution of paid advertisements.
o Manage chat on the website or
Administrative
o Facilitate communication between the Managing Director and technicians to ensure alignment and clarity as needed through reports and spreadsheets.
o Schedule appointments and assign them to technicians, relaying appointment details to technicians.
o Serve as a liaison between suppliers and customers.
o Assist with customer and out-of-state subcontractor communication.
SKILLS
o Experience in project management, quality assurance, and administrative roles.
o Experience coordinating, assisting, and completing assignments on time.
o Experience organising complicated requirements and diverse demands, as well as communicating with a variety of internal and external stakeholders.
o Demonstrates initiative and self-assurance, is adaptive, and can deal with changing and shifting objectives.
o Ability to identify and implement process improvements.
o A self-starter and able to work under own initiative.
o Clear and effective interpersonal, verbal and written communication skills at all levels.
o Previous experience as an Executive Assistant.
o Excellent interpersonal, verbal, and written communication skills.
o Proven experience in all Microsoft Office packages.
o Detail oriented and highly organised.
PROFICIENCIES
o MS Office Tools (Word, Excel, PPT, Engage)
o Office 365
o Google Suite (Doc, Spreadsheet, Slides)
o Systems / Tools (Active Campaign, TekMatik, Mailchimp, XERO, InspectAll, Confluence, Jira, Ontraport, Assignar, Sharepoint, Engage, GoHighLevel, BuilderTrend, QuickBooks, MS Teams, Zapier, CANVA, ASANA, Trello, ClickUp, Slack,
o Customer Service and Sales
o Marketing
o Search Engine Optimization (Shopify)
o Social Media Management
o Project Management
o Automations
o Quality Assurance
o Administrative and Management Proficiencies
Experience: 5 - 10 years
Experience: 5 - 10 years
Experience: 5 - 10 years
Experience: 5 - 10 years
“My Filipino specialist who is absolutely amazing..go get your OFS today!”
Eden Einav
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