This newsletter series will give you insights and
techniques to help you build a better business no
matter how large or small yours is. I always say that
success comes from working on your business
as opposed to in your business. I want to
share with you the systems and philosophies that have
been successful for me over the years.
This is newsletter #43 in the series. If you have
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Job Descriptions and Responsibility |
Establish a system in your office where each employee knows their responsibilities, so that each function is handled in a timely and efficient manner. This is best accomplished by the design of a job description, including a priority listing of tasks.
A written job description provides a clear description of the skills and abilities required to effectively complete the job you need done. The description should be written for the position and work to be performed—not to accommodate someone who may currently be filling the position. The more objective the standards, the more effective you can be in matching performance and skills to the job.
Include on the job description form, a space for providing training as well as who the training is to be provided by, and the date and acknowledgment by the employee that the training was provided and understood. This can eliminate many problems in the future.
The manager should not get bogged down with office details, such as maintaining records, billing and collecting, correspondence and filing. Incoming phone calls should be screened, and unless the manager’s personal attention is required, calls should be handled with information taken and given by someone else.
The following information can be used as a guideline for designing job descriptions. Be sure to include the title of the person (or job) that you are describing. List tasks in order of importance and assign priorities to these tasks. Indicate whether they should be accomplished on a daily, weekly or monthly basis, etc.
Obviously, you’ll modify the list to suit the needs of your individual organization. Have others review the job description. You may find that other aspects of the job have migrated into the position without a lot of thought as to who should actually be completing those tasks.
1. MANAGER:
Determine staffing requirements
Hire and train new staff
Set employee goals and objectives
Schedule projects in steps and budget time required to meet deadlines
Determine labor requirements for projects
Review projects to monitor compliance with building and safe codes and other regulations
Develop and implement productivity and quality control programs
Prepare contracts and negotiates revisions and changes
Allocate use of available resources
Evaluate current business processes and systems
Plan and implement procedures and systems to maximize operating efficiency
Purchase and manage insurance plans
Establish and maintain controls
Formulate policies and practices
Develop and implement marketing and sales plan
Coordinate financial and budget activities
Investigate damage, accidents or delays at project sites
Evaluate construction methods and determine cost-effectiveness of plans
2. ESTIMATOR:
Organize job plan
Make take-offs
List items for pricing
Develop job budget
Qualifications to consider: experience in trade; ability to work with detail; ability to follow procedure; ability to constantly work toward deadline under pressure
Estimate all jobs
Prepare bill of materials
Prepare all change orders
Visit jobsites
Consult with Purchasing Agent
Review plans for alternate methods
3. PURCHASING AGENT:
Order materials based on estimate, or from orders phoned in from the field
Check material received against purchase orders, including stock numbers
Check quantity and price
Check invoices—extensions, prices, and applicable discounts
Maintain a file on current prices
Schedule drivers for material pickup, tool transfers, etc.
Maintain tool inventory
Maintain file on temporary poles
Order rental shacks and other equipment
Keep a maintenance log of trucks and cars
Maintain inventory in the warehouse and job trailers
4. RECEPTIONIST/SECRETARY:
Answer phones
Open mail
Greet people
Label folders and maintain files
Type correspondence, billing, etc.
Type proposals and contracts
Handle outgoing mail
Receive and sign for packages
Keep office presentable
Check office inventory and replace when necessary
5. BOOKKEEPER:
Payroll
Accounts Payable
Accounts Receivable
General ledger
Government reports
Current records
Late payment statements
Job cost evaluations
6. SUPERINTENDENT:
Organizes, coordinates and supervises the work of the Foreman, Sub and employees on construction projects
Interviews, hires and trains employees
Determines work priorities and coordinates work activities
Coordinates new construction and major remodeling
Schedules meetings and reviews project documents as necessary
Collaborates with administrators on supervision of all work
Keeps cost records on work performed and materials
Responsible for control of costs in materials and wages
Schedules jobs and operations
Controls construction progress in order to complete within time limits
Estimates materials needed including manpower
Inspects day to day construction work to enforce conformity to specifications
Promotes job site safety and rectifies job site hazards immediately
Maintains an organized job site, including the construction office
Other related duties as assigned
• • •
For more information on this topic, get a copy of Mike Holt's
Business Management Skills textbook or Ultimate Business and Success video library.
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