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Office Admin Guide

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Your Role Overview

• Customer management and communication
• Job scheduling and coordination
• Quote and invoice processing
• Document management
• Supporting field staff

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Your Daily Workflow

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Morning Routine

1. Review overnight activity
   • Check new inquiries
   • Review completed jobs
   • Check for urgent issues
2. Manage today’s schedule
   • Confirm appointments
   • Verify technician assignments
   • Handle any conflicts
3. Process paperwork
   • Follow up on quotes
   • Send pending invoices
   • Process payments received

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Throughout the Day

1. Handle incoming requests
   • New customer inquiries
   • Service requests
   • Quote requests
   • Customer questions
2. Support field operations
   • Coordinate with technicians
   • Handle schedule changes
   • Address customer concerns
   • Provide information
3. Administrative tasks
   • Data entry
   • Document filing
   • Report generation
   • Email management

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End of Day

1. Review and follow up
   • Check job completions
   • Follow up on quotes
   • Note items for tomorrow
2. Prepare for tomorrow
   • Confirm next day’s schedule
   • Send appointment reminders
   • Prepare materials needed

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Key Features for Office Admin

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Customer Management

1. Go to Customers
2. Click Create Customer
3. Enter details:
   • Company name
   • Contact information
   • Billing details
4. Add locations if known
5. Save

• Keep contact info current
• Add notes for special requirements
• Track communications
• Link documents

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Scheduling Jobs

1. Go to Operations > Jobs
2. Click Create Job
3. Select customer and location
4. Enter job details
5. Assign technician
6. Set schedule
7. Save

1. Go to Operations > Schedule
2. View calendar by day/week/month
3. Drag jobs to reschedule
4. Check for conflicts
5. Balance workloads

1. Open the job
2. Modify date/time/assignment
3. Save changes
4. Notify affected parties

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Quotes

1. Go to Finances > Quotes
2. Click Create Quote
3. Select customer
4. Add line items
5. Set terms
6. Save and send

• Track sent quotes
• Follow up on pending
• Handle revisions
• Convert approved quotes

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Invoices

1. Go to Finances > Invoices
2. Create from job or scratch
3. Review line items
4. Set payment terms
5. Send to customer

• Track outstanding invoices
• Send reminders for overdue
• Record payments
• Handle queries

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Communication

• Email through system when possible
• Document phone conversations
• Track all interactions
• Maintain professional tone

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Core Workflows

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New Customer Inquiry

Inquiry Received
      ↓
Create Customer Record
      ↓
Understand Requirements
      ↓
Create Quote or Schedule Job
      ↓
Send Confirmation

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Service Request

Request Received
      ↓
Identify Customer
      ↓
Create Job
      ↓
Schedule and Assign
      ↓
Confirm with Customer

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Quote to Invoice

Create Quote
      ↓
Send to Customer
      ↓
Follow Up
      ↓
Receive Approval
      ↓
Create Job (if needed)
      ↓
Complete Work
      ↓
Generate Invoice
      ↓
Collect Payment

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Best Practices

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Customer Service

• ✅ Respond promptly to inquiries
• ✅ Be clear and professional
• ✅ Document all communications
• ✅ Follow up consistently
• ✅ Keep promises realistic

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Data Entry

• ✅ Enter data accurately
• ✅ Use consistent formats
• ✅ Complete all relevant fields
• ✅ Verify before saving
• ✅ Update records promptly

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Scheduling

• ✅ Confirm appointments
• ✅ Allow realistic time windows
• ✅ Consider travel time
• ✅ Match skills to jobs
• ✅ Communicate changes quickly

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Financial

• ✅ Send invoices promptly
• ✅ Follow up on overdue
• ✅ Record payments immediately
• ✅ Keep accurate records
• ✅ Report discrepancies

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Quick Reference

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Common Tasks

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Keyboard Shortcuts

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Managing Multiple Priorities

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Priority Order

1. Urgent customer issues
2. Today’s schedule problems
3. Overdue invoices
4. Pending quotes
5. Routine administration

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Staying Organized

• Use the dashboard for overview
• Check notifications regularly
• Keep a running task list
• Batch similar tasks
• Schedule focused work time

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Working with Field Staff

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Supporting Technicians

• Provide complete job information
• Respond to questions promptly
• Handle schedule conflicts quickly
• Update them on changes

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Handling Issues from Field

• Document reported problems
• Create faults when appropriate
• Coordinate follow-up work
• Communicate with customers

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Reports You’ll Use

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Daily Reports

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Weekly Reports

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Troubleshooting

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Customer Can’t Be Found

1. Check spelling variations
2. Search by phone or email
3. Check if under different name
4. May need to create new record

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Schedule Conflict

1. Identify the conflict
2. Determine which job can move
3. Make the change
4. Notify affected parties
5. Document the change

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Invoice Disputed

1. Listen to customer concern
2. Review job and work completed
3. Check quote if applicable
4. Adjust if error found
5. Document resolution

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Quote Not Converting

1. Review follow-up history
2. Contact customer for feedback
3. Address concerns
4. Revise quote if needed
5. Know when to move on

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Tips for Success

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Efficiency

• ✅ Learn keyboard shortcuts
• ✅ Create templates for common items
• ✅ Batch process similar tasks
• ✅ Use filters effectively
• ✅ Keep information organized

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Customer Relations

• ✅ Remember customer preferences
• ✅ Anticipate needs
• ✅ Follow up proactively
• ✅ Handle problems gracefully
• ✅ Build relationships

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Team Coordination

• ✅ Communicate clearly
• ✅ Share relevant information
• ✅ Coordinate with technicians
• ✅ Support team members
• ✅ Escalate appropriately