Sales Office Administrator & Quickbooks Pro

LANgineers; San Francisco (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

LANgineers is seeking an experienced Executive Assistant to provide administrative support in San Francisco, California. The successful candidate will ensure all corporate procedures are organized and performed timely, handling tasks related to customer onboarding, billing, and customer support. Ideal candidates will possess strong organizational skills, attention to detail, and the ability to work independently, with prior experience in an office environment. Proficiency in QuickBooks, MS Word, and Excel is a must.

Qualifications

• Minimum of 2 years of experience as an administrative assistant.
• Prior office experience required.
• Minimum of 2 years demonstrating accurate data entry.
• Minimum of 1 year using QuickBooks, MS Word, Excel, Outlook.
• Highly detail-oriented and able to work independently.

Responsibilities

• Provide clerical support and manage corporate procedures.
• Assist with new customer onboarding and billing processes.
• Ensure a high level of customer service and support.
• Coordinate tasks across various departments efficiently.

Skills

Attention to detail

Customer service skills

Organizational skills

Proactive attitude

Communication skills

Tools

QuickBooks

MS Word

Excel

Outlook

Job description

At LANgineers, we are looking for an experienced Executive Assistant who will provide support with clerical tasks, ensuring all related corporate procedures are well-organized and performed on time. A successful candidate should be able to act proactively and without guidance while understanding the company's needs and adhering to its policies.

Responsibilities

• New Customer Turn-Up:
  • Make the intro call to the customer and collect all required information.
  • Serve as the contact point for the new customer and provide install progress reports.
  • Schedule the install tech and arrange the install time with the customer.
  • Moderate tasks in every new customer template.
  • Call the customer to collect a list of their published phone numbers and other necessary information.
  • Collect the COB (Copy of Bill) from the customer.
  • Port in new customer numbers.
• Sales Assistance:
  • Send sales-dictated proposals to prospects.
  • Verify the normalized prospect address with the USPS database.
  • Confirm the legal business name with the Secretary of State (SOS) and the DBA name.
  • Check the 401K database for the Employer Identification Number (EIN).
  • Create and send sales orders to prospects via DocuSign & Adobe ESign.
  • Run customer portfolio reports and generate lists of customers up for renewal.
• Billing:
  • Verify that the new customer seat count matches the signed sales order.
  • Process and maintain sales files.
  • Update the “sold” list to track sales and agent commission payouts.
  • Update the list with Firm Order Commitment (FOC) dates.
  • Create bill transactions for agent work hours.
  • Create a new invoice for the Credit team to fund the deal.
  • Interact with finance banks.
  • Create a new invoice for the customer's first month.
  • Create a monthly memorized invoice for ongoing customer billing.
  • Generate reports.
• Customer Support:
  • Provide a high level of customer service.
  • Answer inbound phone calls and redirect callers as needed.
  • Moderate customer support tickets to maintain quality care through constant contact with customers.
  • Schedule customer appointments, including:
    • Moves
    • New installs
    • Repairs
    • Training

Basic Skills/Qualifications

• Prior office experience required.
• Minimum of 2 years of experience as an administrative assistant.
• Minimum of 2 years of experience demonstrating accurate data entry.
• Minimum of 1 year of experience utilizing QuickBooks, MS Word, Excel, Outlook, and the Internet.
• Highly detail-oriented.
• Minimum of 1 year of general administrative experience.
• Desire to promote Best Practices.
• Ability to handle multiple tasks and coordinate various assignments while maintaining poise and excellent customer service.
• Ability to be proactive and work independently.
• Strong organizational, time management, and communication skills.
• Strong math and/or accounting skills preferred.