Office Clerk (Part Time)

Skills

Good communications - Ability to work directly with the customer

Accounting - Quick books pro

Sales – Ability to recognize potential work and record it on paperwork 

Organize - Plan a productive day 

Ability to work alone – Stay focused and complete work in a timely manor

Ability to handle multiple tasks – Good scheduling and planning 

Team player

 Duties

• Process purchases
• Record all purchases on customer paperwork.
• Enter purchases in the computer, apply them to the vendor account and expense them out to the appropriate account.
• Hole punch and place all open purchases in the open accounts binder.
• Enter purchases in computer applying them to the customer invoice. 

 Process employee work orders

• Add up employee hours per day and record on customer paperwork.
• Add up any material expenses listed on paperwork and record on customer paperwork.
• Hole punch and staple paperwork to the customer paperwork.
• Enter employee data in the computer applying them to the customer invoice. 

 

Process Vendor bills to be paid

• Write checks and enter payments in the computer apply them to the correct account.
• Fill out return envelops and apply postage.
• Review vendor bills and check purchases against bills (remove tickets from the open accounts binder and staple to the vendor bill). 

 

Process customer payments

• Photocopy checks.
• Stamp checks.
• Enter customer payment in the computer.
• Staple photocopy of check to customer paper work and file paper work.
• Send out customer thank you / survey.

 

Phone work

• Schedule sales, service calls and project appointments.
• Call / fax material list for pricing.

Sales materials

• Keep up to date photos of all projects and place in sales binder.
• Prepare sales call information.
• Keep up to date vendor information organized.
• Schedule and produce spring, fall and winter flyers for customers.
• Keep customer references list current.
• Type up estimates (cover letter / estimate page / customer reference list) for review by estimator.
• Mail estimates and follow up with customers.