Office Administrator at JJR Management in Tiffin, IA

Description

The Office Administrator supports JJR Management companies by providing administrative coordination, office organization, customer service, and communication support for daily operations. This role requires strong time management, accuracy in documentation, and the ability to manage priorities while ensuring tasks are completed on time.

The position includes maintaining an organized office workspace while consistently covering the front counter and serving as a primary customer-facing representative. Professional, friendly communication and accurate delivery of information regarding fees, releases, and payments are essential.

Assigned Duties & Responsibilities

Front Counter & Customer Service

• Maintain consistent front counter coverage during scheduled hours
• Provide professional, friendly, and knowledgeable service to visitors and callers
• Assist walk-in customers with impounds, releases, fees, and general inquiries
• Serve as the welcoming, professional “face” of the Holiday location
• Handle all customer interactions promptly, accurately, and respectfully

Phone Coverage & Customer Communication

• Answer and route incoming calls promptly and professionally, support dispatching as needed
• Handle all impound customers and calls, including IAA and Copart calls, including fee information and payment requirements, explaining release requirements, documentation, fees, and timelines
• Ensure messages are routed appropriately and followed through

Payment Collection & Account Follow-Up

• Collect payments on unpaid cash calls
• Communicate balances due and payment expectations to non-account customers
• Document collection activity according to established procedures

Administrative Responsibilities

Certified Letters & Compliance

• Prepare, send, and track Certified Letters
• Maintain accurate mailing and compliance records
• Coordinate with City Police entities as required

Disposal Operations & Vehicle Coordination

• Communicate scrap-ready vehicle information to management
• Maintain and update the Scrap Ready List in SharePoint
• Serve as the primary contact for disposal coordination and follow-up
• Ensure timely and accurate communication regarding vehicle disposition

Inventory Management & Reporting

• Compile, verify, and distribute weekly inventory reports
• Maintain organized digital and physical inventory and disposal records

Payroll & Timekeeping Support

• Perform assigned payroll reporting
• Track employee hours and report discrepancies to management

Office Operations & Receipt Administration

• Maintain the receipt process, ensuring proper recording and filing
• Communicate with vendors and drivers regarding missing bills or receipts
• Keep office and work areas clean, organized, and efficient

General Expectations

• Manage time effectively and prioritize tasks during high-volume periods
• Maintain confidentiality, professionalism, and accuracy at all times
• Communicate clearly and respectfully with customers, management, and team members
• Work independently, meet deadlines, and follow procedures
• Maintain an organized work environment
• Perform additional duties as assigned, with or without notice