What are the responsibilities and job description for the Executive Administrator / Office Manager / Book Keeper for immediate h position at CertaPro Painters of Carlsbad & Oceanside/Vista, CA?
Executive Administrator / Office Manager / Book Keeper
CertaPro of Carlsbad is now hiring a Executive Administrator / Office Manager / Book Keeper. We are looking to hire this position immediately. We are a rapidly growing painting contractor. We are team and family focused and everyone has a role to play for the success of our customers, employees and the company. We are located in north San Diego County and service all of San Diego County
The job entails wearing multiple hats in order to assist our team members and ensuring happy customers and following established processes that work. The following is an example of some of the duties you can expect. This is not an exhaustive list but things you can expect.
Executive Administrator (EA)
Position Overview:
The Executive Administrator of CertaPro Painters of Carlsbad is responsible for upholding our “Brand of Certainty” to all stakeholders including suppliers, customers, and employees.
Reporting Relationship:
This position reports directly to the Franchise Owner. He or she is responsible for leading, guiding, and supporting the team to achieve company goals, personnel development, and strategic growth. He or she has regular contact and communication with departments, employees, and managers at all levels of the organization.
Job Responsibilities:
- Ensure accuracy of our Customer Relationship Management (CRM) software (define)
- Onboard all new employees and manage employee files.
- Ensure positive customer experience throughout sales and production process.
- Ensure accuracy and up-to-date records in compliance with IRS & GAAP requirements
- Oversee key financial metrics/actions such as job costing, gross margin tracking, payroll, accounts payable (AP), accounts receivable (AR), invoicing, trend reports and journal entries.
- Work with the leadership team to determine values, mission, and plan for short and long-term goals.
- Cultivate strong vendor relations to ensure smooth and efficient business operations.
- Manage paperwork related to employee termination and actively participating in the Franchise Company’s Leadership Development Program, specializing in Conflict Resolution, Problem Solving, Coaching, Priority Management, and Goal Set and Review.
- Process payroll
- Maintain vendor relations and files for insurance, phone companies, subcontractors, etc.
- Keep QuickBooks up to date and accurate.
- Cost all completed jobs.
- Reconcile supplier invoices and manage the office supply budget.
- Reconcile expense reports submitted by staff.
- Code all charges that come into the company correctly
- Intereface with EDD, CalSavers and any other governmental agency
- Ensure Employee manual is up to date once per year.
- Ensure all PTO is calculated and logged for all hourly and salaried staff
- Handle all reimbursements for all staff as needed.
- Travel to key events such as National Conference, Training Sessions and Leadership Off-sites
- Demonstrate expertise in performance management, coaching, and cultivating a positive work environment for direct reports.
- Set up travel for hotel and airfare as directed and/or needed by the owner or operations.
- Ensure prevailing wage jobs are certified
- Ensure all per diems are calculated if necessary.
- Vendor packets, COI and w9 for all commercial jobs
- Accounts receivable for all with emphasis on Commercial due to timing
- All Paint for commercial must have a job opened for it at the respective paint manufacturer.
- Manage Teams channel to ensure we are all using this.
- C1 $ management – import and export all jobs costs to QB
- Ensure Bill and pay, Quickbooks and CRM match
- Manage your assigned Yelp Account
Job qualifications
· Must possess a positive team oriented attitude.
· Must have at least 2 years experience in customer service office management.
· Must be proficient in Quickbooks, Microsoft Office suite.
· Proficiencies in Microsoft Dynamics is a plus. (CRM Software)
- Bilingual is a plus
What we offer
- Full time employment
- Health Insurance is offered
- Company cell phone and laptop
- CalSaver offered
- Competitive salary
- Bonus for team efforts
- Paid time off
Salary : $29 - $35
