office manual
office manager daily workflow
The following tasks should be completed in order each morning:
Check missed calls
✓ Review all missed calls
✓Check whether the caller is an existing customer in Tradify
If they are an existing customer
1) Review their job history
2) Contact the customer and action their enquiry
If they are a new customer
1) Return call
2) Gather the information required
3) Create a new job or enquiry in Tradify if required
Check Email Inboxes
✓Review all new emails
✓Prioritise emails based on urgency
✓Action urgent items immediately
✓Flag or schedule follow-up tasks where required
Complete Xero Reconciliations
✓Log into Xero
✓Complete the daily bank reconciliations
✓Ensure all transactions are correctly allocated
Review Debtors in Xero
✓Check outstanding debtor accounts
✓Follow up overdue accounts where appropriate
✓Note any issues requiring management attention
Review Tradify Jobs (work through the following job queues)
✓Contact customers if deposits are overdue
✓Check what customers have paid and action
Order glass/materials
✓Order any glass/materials required for upcoming jobs - change status to "waiting on parts"
Scheduling
✓Schedule jobs that are ready to be booked (such as site measure)
✓Tentatively schedule in jobs that are "waiting on parts"
Throughout the day
✓Continuosly monitor email inboxes and action
✓Monitoring insurance approvals
✓Back costing
✓Sending invoices
✓Post review emails
✓Chasing suppliers
✓Sourcing products
✓Contacting customers when thier vehcile is ready for pick-up
✓Quoting
✓Revising quotes
✓Deliveries
✓Following up on quotes "awaiting acceptance"
✓Following up on "waiting on parts"
✓Booking in jobs
✓Cleaning office
✓Ordering office supplies (Office Products Depot & Stock ordering
office admin daily workflow
The following tasks should be completed each morning before commencing marketing work:
Check emails
✓Review all emails
✓Action any urgent items immediately
✓Respond, delegate or follow up as required
Check Facebook
✓Review all customer messages & comments
✓Respond to enquiries promptly
✓Create or update jobs in Tradify where necessary
Check Tradify enquiries
✓Review all new enquiries
✓Contact customers when required
✓Enter or update jobs
✓Ensure all enquiries are actioned before beginning marketing tasks
Commence marketing tasks
✓Work on scheduled marketing activities
✓Create social media content for Facebook & Instagram
✓Update the website & improve where necessary
✓Prepare newsletters, advertisements campaigns, or other marketing material
✓Research marketing ideas
Throughout the day
✓Facebook messenger/comments
✓Tradify enquiries
✓Emails
✓Reply to reviews (collate for bi-montly giveaway)
✓Booking reminders
✓Manage calls & walk-ins
✓Contact customers when vehicle is ready for pick up (change status "to invoice"
✓Ordering windscreens
✓Quoting
✓Deliveries
✓Booking in jobs