Supervisor

ROLE OVERVIEW

The Supervisor will initially handle the Customer Service and Back Office tasks of Leowill Administrative Services. Since the business is still growing, the Supervisor will personally manage customer inquiries, estimates and invoicing, and payroll-related tasks.

As the business expands and the workload increases, employees will be hired under the Supervisor. The Supervisor will then delegate these tasks, monitor the team's work, and oversee the overall process.

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JOB DESCRIPTION

The Supervisor will be responsible for overseeing Customer Service and Back Office operations, particularly Estimates & Invoicing, Customer Inquiries, and Payroll.

During the initial stage, the Supervisor will be a hands-on role. The Supervisor will personally perform the Customer Service and Back Office tasks while the business is still developing.

As the business expands and the volume of customers, jobs, estimates, invoices, and administrative work increases, employees will be hired under the Supervisor. At that stage, the Supervisor will transition into overseeing the team, delegating the tasks, checking the accuracy and completion of their work, and ensuring that the established workflow is properly followed.

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TASKS

1. BACK OFFICE — ESTIMATES & INVOICING

• Prepare and format customer estimates/quotes based on current pricing.
• Send completed estimates to the appropriate contacts.
• Review completed jobs and final calibration reports.
• Prepare accurate final invoices with required documentation.
• Ensure invoices include the 9-document package, job-site address, and PO/RO numbers when required.
• Send invoices according to each shop’s preferred method.
• Manage per-job and batch invoicing and track completed jobs to prevent missed billing.
• Verify that quoted work, completed work, and final invoices match accurately.
• Track payment status.
• Follow up on unpaid invoices according to the AR schedule, such as 15/30/45-day check-ins.
• Once paid, mark the invoice as closed.
• Flag disputed or corrected invoices to the Manager.

2. BACK OFFICE — CUSTOMER INQUIRIES

• Handle customer inquiries through calls, texts, and email.
• Coordinate new vehicle jobs, estimates, and technician assignments.
• Provide updates on calibration status, pricing, and job progress.
• Process documentation requests and required customer/insurance documents.
• Handle or route billing questions to the appropriate team.
• Respond to and escalate complaints or urgent issues to management.
• Track and report vehicle volume updates for capacity planning.
• Maintain a 15-minute response time for calls, texts, and emails during business hours.

3. BACK OFFICE — PAYROLL

• Pull technician clock-in/clock-out records for the pay period.
• Include completed SpecPoint jobs when reviewing technician work.
• Cross-reference completed jobs against hours logged.
• Confirm hours reasonably match actual job volume and duration.
• Calculate base hourly pay according to the Employment Agreement.
• Calculate applicable overtime.
• Check whether any completed jobs qualify for the New Account Generation Bonus/commission.
• Confirm that commission-eligible invoices have been paid, not simply billed.
• Calculate the applicable commission.
• Include commissions in the regular rate calculation for overtime when required.
• Process payroll according to SpecPoint's regular payroll schedule.
• File required payroll-related compliance reports when applicable.
• Maintain records of hours, job logs, and commission calculations.