Administrative Clerk/Office Manager/Production Coordinator - Renaissance Historic Exteriors

• Answer phones, cover other phone lines & take messages.
• Schedule estimate appointments.
• Resolve customer issues.
• Accept payments from customers.
• Answer billing questions.
• Must Be Able to Utilize Microsoft Office (Word, Excel, Publisher, and Outlook).
• Type letters and e-mails.
• Prepare Invoices.
• Prepare spreadsheet reports.
• Prepare job costing.

• Maintain customer database and prepare related reports.
• Sales Spreadsheet.
• Daily Production Revenue.
• Purchase Orders.
• Year to Date Rebate.
• Commission Sheets per sales person.
• Client List.
• Operate Eagle views &: e360 in coordination with GAF.
  • Utilize rebates when possible to eat cost.
• File folder maintenance
  • Make files for scheduled appointments daily.
  • Daily filing.
  • Maintain paperwork supply for appointment files (in house forms, printed forms and paperwork from vendors)
• Document maintenance & Process all files
  • Copying documents.
  • Scanning documents.
  • Faxing documents.
  • Saving documents digitally in the correct places.
• Process insurance claims paperwork
  • Send All documents over to claims department of each insurance.
  • Call customers and insurance companies to make sure they are correct and paid out to get the most supplements covered.
• Maintain listing of vehicles, license plates, insurance cards, and keys
  • Maintain service records
• Maintain client listing by number and prepare related reports.
• Maintain sales sheet and prepare related reports.
• Send Google Form survey to each completed job.
• Prepare and process documentation for solar installations as needed.

• Solar Permit.
• Permits.
• Pull permits per county judication for each trade and make sure they are approved and paid for
• Siding.
• Re-roofs.
• Dumpsters.
• Marketing
  • Constant Contact Email Blast.
  • Facebook Page- Running Ad’s.
  • Google Reviews.
  • Website Updating.
  • Thank you” Cards/ Gift cards, for Referrals.

• Subcontractor Invoice System 
  • Process invoices from subcontractors.
  • Copy and scan for Accountant to process.

• Verify that sold jobs on sales sheet, Market Sharp, and from accountant match up.
• Prepare lien waivers as needed.
• Process invoices for all clients.
• Process final checks and prepare paid in full invoices
  • Utilize Peachtree.
• Job costing-Match data with Peachtree, enter spreadsheets accordingly.
• Job Coding –all data entry taken over from Accountant, makes job cost more effective and a second way to double check all numbers and returns (all suppliers: ABC, Midwest, IP, Menards, etc)
• Collection of AR-Updated list every week
  • Subcontractor Invoice System.
• Process invoices from subcontractors- thoroughly review numbers to match.
• Track invoices.
• Copy and scan for Accountant to process.

• Verify that sold jobs on sales sheet, Market Sharp, and from accountant match up.
• Process commission with HR (HR ).
• Process invoices for all clients.
• Discuss contracts, payables, and receivables with Accountant.
• Account Receivables
  • Track all accounts to make sure we are closing accounts.
  • Track all insurance payments to ensure customers receive payment.
• Process final checks and prepare paid in full invoices.
• Help all salesman with processing files- including paperwork of scope and/or material list, uploading pictures and diagrams

• Sales Support
• Operate Eagle views &: e360 in coordination with GAF.
• Input notes, quotes, emails and other info for GM.
• Prepare and process documentation for solar installations as needed.
• Track systems to make sure all panels are working and producing solar energy.
• Enphase/Enlighten-Input information.
• Aurora-create diagrams and run simulations.
• Production Support.
• Discuss files, appointments, sold jobs with Roof Specialists, Production Manager, Repair Tech, Subcontractors & Client Care Rep
• CCR.
• Set appointments & reschedule appointments.
• Process & prepare Production files for unsold.
• Maintain Home advisor, as needed with credits and data entry.
• Order supplies/shirts/signs/printed materials, as needed.
• Process pictures in drop box.
• Shadow and train on the production support duties.

• Customer Service.
• Handle after hours calls and messages, as needed, to assist Production Teams.
• Production Scheduling.
• Discuss files, appointments, sold jobs with Roof Specialists, Production Manager, Repair Tech, Subcontractors.
• Contact clients in regard to scheduling all work with all updates, and check in on them during the work
• Schedule all warranty/ service calls.
• Process all files in regard to work orders/ scan/ transfer to files/ etc.
• Schedule all work with crews- 2 roofing crews, service tech, gutter crew, siding crew, cropps garage door service, eric clutter, etc.
• Track and schedule all Repairs – Service Techs.
• Upload all completion pictures of completed work.
• Order material for all jobs & deliveries to job sites.
• Schedule Dumpsters with Rkd T or Crews.
• Schedule final walk through to ensure job is completed with production.
• Material.
• Track all invoices to ensure they match delivery tickets.
• Collect all receipts from crew & handle petty cash when needed.
• Call in orders for crews on site.
• Track returns for all jobsites.
• Order all supplies/ shirts/ signs/ printed materials as needed for office.

• Excellent computer skills, including Word and Excel in a Microsoft Windows environment.
• Effective oral and written communication skills.
• Experience in accounting software.
• Experience in money handling.
• Excellent interpersonal skills.
• Skills in database management and record keeping.
• Able to exhibit a high level of confidentiality.
• Excellent organizational skills.
• Able to identify and resolve problems in a timely manner.
• Able to gather and analyze information skillfully.
• Teamwork skills.

Renaissance is a nationally recognized commercial and residential historical restoration company, specializing in traditional exterior historical building systems. Our craftsman work on roofing systems, structural and finish carpentry, masonry, architectural sheet metal and other historical systems not commonly found in current construction methods. Our clients include State Capitols, Churches, Universities, Libraries, Private Estates and properties of all types on the National Register of Historical Places. We have been awarded numerous local and national awards for our efforts. We have an industry leading safety program to protect our team members.