Office Associate

Benefits:

• Bonus based on performance
• Flexible schedule
• Paid time off

POSITION OVERVIEW
CertaPro Painters is a leader in the residential and commercial painting industry. Our success has been built on the foundation of delivering certainty to our customers – certainty of a job well done. We focus on the details of every project and most importantly, we focus on our client.

This position is often the first and last voice with our customer and is key to helping all team members reach their goals.

• Service all prospective and existing customers to exceed their painting needs and create customers for life.
• Collaborate with all employees to meet/exceed their needs.
• Ensure that all tasks are completed in a timely and professional manner.
• Develop a close working relationship with all team members ensure all expectations are met with the employees and customers.
• Live the Values of CertaPro Painters:

o Deliver What You Promise
o Respect the Individual
o Have Pride in What You Do
o Practice Continuous Improvement
o Embrace Possibilities

• Fulfill the obligations of the essential functions as outlined below.

ESSENTIAL FUNCTIONS

SALES:
o Create sales packages.
o Enter leads into CertaOne ( CRM).
o Update customer reference lists on a regular basis.
o Maintain inventory and update all point of sale material.
o Schedule estimates for the Sales Associate(s) and create calendar schedules for appointments
o Send estimate follow up letters to customers with Sales Associate’s direction.

PRODUCTION:
o Collect and track actual hours worked on job sites daily.
o Update Production Scheduler and C1 with job start dates and crew information
o Create Job Jackets
o Keep track of inventory and equipment.
o Schedule Customers and assist with Daily Check-ins

FINANCIAL:
o Assist Bookkeeper QuickBooks up to date and accurate. To include: recording deposits, journal entries, etc.
o Cost all completed jobs
o Invoice customers, collect deposits and payments
o Maintain the petty cash fund.
o Reconcile paint and material supplier invoices.
o Manage the office supply budget.

ADMINISTRATIVE:

o Update and keep CertaOne accurate daily. To include but not limited to: changing the job status, updating customer contact information, etc.
o Reconcile CertaOne to completed job jackets. All handwritten notes and change forms are to be entered into CertaOne.
o File job jacket when job is complete.
o Maintain all files.
o Process all incoming and outgoing mail.
o Maintain professional presentation of the office.
o Order supplies for the office and others as required.
o Maintain vendor relations and files as required. To include: insurance, phone companies, subcontractors, etc.
o Manage facilities.
o Enter data as required.
o Answer the phones and coordinate messages and tasks.
o Prepare weekly analysis of results in preparation for Goal Setting and Review (GS&R) with supervisor.
o Create and maintain any reports requested by direct supervisor.
o Organizes company functions.

HUMAN RESOURCE:
o Maintain employee applications.
o Obtain all background checks as required.
o Make sure all employee files (paper and electronic) are up to date and accurate.
o Manage JSS insurance records and information.

Qualifications/Certifications:

• High school diploma or GED
• College degree a plus
• Experienced with social media and digital marketing
• Organized and detailed oriented
• Knowledge of Microsoft office packages
• Proficiency in QuickBooks (preferred)
• Excellent verbal and written communication skills
• Excellent organizational and time management skills
• 1-2 years of Office Assistant experience (preferred)

Each CertaPro Painters® business is independently owned and operated.

This franchise is independently owned and operated by a franchisee. Your application will go directly to the franchisee, and all hiring decisions will be made by the management of this franchisee. All inquiries about employment at this franchisee should be made directly to the franchise location, and not to CertaPro Painters Corporate.