Office Manager/Project Administrator/Scheduler

Advanced Health & Safety
Job Description
JOB TITLE: Office Manager/Project Administrator/Scheduler
WORK LOCATION: Fitchburg, Wisconsin
SALARY: $35,000 - $50,000 a year, depending on experience
JOB TYPE: Full-time
CONTACT: Bob Stigsell, Owner of Advanced Health & Safety
• High school or above
• QuickBooks: 1 year (Preferred)
• Knowledge and experience working with Microsoft Word, Excel, and Outlook
• 3 to 5 years (or more) of experience in an office setting, preferably in an Office
Manager, or similar role.
We are a small mid-west environmental company that performs an assortment of specialty
environmental remediation and inspection services. As a small company we recognize that
our greatest asset is our employees. We are dedicated and committed to providing a safe and
positive working environment for all of our employees.
• Working with a company that respects its employees
• Paid Personal Time Off (PTO), 2 weeks first year available after 60-day
probationary period:
• 9 paid holidays available after 60-day probationary period:
• Answer phones, texts, emails and greet visitors
• Receive client sample drop offs
• Monitor and order office and baking supplies (fedEx, waste manifests, envelopes,
checks, payroll checks and envelopes for mail and payroll)
• Be friendly, professional, courteous and efficient when working with all customers and
• Assist the managers with various clerical duties as needed
• Be friendly, professional, courteous and efficient when working with all customers and
• Familiarize yourself with department structures & internal procedures for assisting
customers efficiently
• Ability to communicate customers' interests needs and requests to management and
sales personnel
• Typing chain of custody forms and email to the laboratory
• Send sample results to clients when they come in from the laboratory
• Create, edit and email inspection reports to clients
• Apply for and create site map for street permits as needed for jobs with various cities
• DHS/DNR notifications and payments for projects
• Maintain and update the project log in excel
• Create closeout manuals for clients
• Communicate with mold inspection firms for the reports and clarifications
• Accounts payable
• Accounts receivable
• Receiving checks from businesses and depositing them
• Invoicing for services
• Sending out invoice reminders
• Bank deposits
• Bank and credit card reconciliations
• Update client accounts with changing information and payroll.
• Scheduling inspections, estimates and jobs
• Respond to phone calls and emails
• Gather client information and job information for estimates/inspections
• Send reminder emails for jobs
• Create proposals
• Edit/proofread proposals
• Save proposals and send to clients
• Track proposals on project log
• Discussed questions/concerns with prospective clients
Human Resources:
• Weekly payroll and checks
• Direct deposit management
• Entering new employee information into system
• Tracking employee PTO and vacation days
• Certification/license updates with Wisconsin DHS
• Issue and respond to lean waivers
• Maintain project files
• Review subcontract agreements from general contractors and assist clients with
contract questions
• Annual insurance audit assistance and renewal of policies
• Assist with certificates of insurance
• Tabulate and pay monthly Worker's Compensation bills
• Respond to Zonolite request for job information
• Create and email Zonolite chain of custody for clients and answer client questions
about coins
• Receive, download, save and send before/after photos to clients
• Answer questions for clients and realtors on Zonolite testing and claim processes
• Creating and distributing letters to employees
• Maintain and update company website
• Participate in staff meetings
• Assist owner in sending marketing letters out
Contact Information