What are the responsibilities and job description for the Office Associate position at CertaPro Painters?
CertaPro Painters is a leader in the residential and commercial painting industry throughout North America. We are an organization of professional painting contractors specializing in beautifying homes and buildings; interiors, exteriors, commercial, offices, and condominiums. 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 clients. Position Overview :
Provide support to the following functions : Marketing, Sales, Production, Financial, Administrative, Human Resource and Business Development.
Office Associate Job Description I. POSITION OVERVIEW
Flexible office hours for the right candidate.
Represent CertaPro Painters to all suppliers, customers, applicants, employees, etc. so as to differentiate ourselves from our competition and to further enhance our ‘Brand of Certainty’ .
Service all prospective customers and customers with the objective of meeting / exceeding their painting needs and building customers for life.
Service all employees with the objective of meeting / exceeding their needs and building an employee for life.
Ensure that all tasks are completed in a timely and professional manner.
Develop a close working relationship with the General Manager (GM), Sales Associate(s) and the Production Associate(s) to ensure that all expectations set with the employees and customers are met.
Live the Values of CertaPro Painters :
Deliver What You Promise Respect the Individual Have Pride in What You Do Practice Continuous Improvement
Fulfill the obligations of the essential functions; Marketing, Sales, Production, Financial, Administrative, Human Resource and Personal Development as outlined below. II. ESSENTIAL FUNCTIONS MARKETING :
Manage and process all Datamining mailings.
Maintain franchise website to be compliant with CertaPro Standard Operating Procedures
Ensure all Marketing Tactics are executed as per the Company’s Annual Marketing Plan.
Ensure all customer mailing lists are up to date.
Perform commercial telemarketing.
Attend trade shows as required.
Order direct mail with direction from Franchisee or General Manager. SALES :
Create sales packages.
Enter leads into system.
Update customer reference lists on a regular basis.
Maintain inventory and update all point of sale material.
Schedule estimates for the Sales Associate(s).
Send estimate follow up letters to customers with Sales Associate’s direction.
Print directions to estimates for Sales Associate(s). PRODUCTION :
Collect and track actual hours worked on job sites daily.
Update Production Scheduler.
Create employee MIS (productivity and referral rating) and distribute.
Create Job Jackets and hand off to Production Associate by Wednesday for following week's production.
Update “white board” with Production Associate’s direction.
Keep track of warehouse inventory and equipment.
Order paint and materials with Production Associate’s direction.
Act as point of contact for customers. FINANCIAL :
Keep QuickBooks up to date and accurate. To include : recording deposits, journal entries, etc...
Issue Purchase Orders (PO’s).
Cost all completed jobs (from the previous week) in CertaOne by Tuesday.
Pay all bills.
Invoice customers.
Prepare reports. To include : Profit & Loss, Balance Sheet, Accounts Receivable, Account, etc...
Reconcile paint and material supplier invoices.
Manage the office supply budget.
Reconcile expense reports submitted by Line Staff and Job Site Staff.
Make all deposits.
Prepare monthly trend for General Manager ADMINISTRATIVE :
Replicate Certa Notes daily.
Update and keep CertaOne accurate daily. To include but not limited to : changing the job status, updating customer contact information, etc.
Reconcile Certa Notes to completed job jackets. All hand written notes and change forms are to be entered into CertaOne.
File job jacket when job is complete.
Maintain all files.
Process all incoming and outgoing mail.
Maintain professional presentation of the office.
Order supplies for the office and others as required.
Maintain vendor relations and files as required. To include : insurance, phone companies, subcontractors, etc.
Manage facilities.
Enter data as required.
Answer the phones and coordinate messages and tasks.
Prepare weekly analysis of results in preparation for Goal Setting and Review (GS&R) with supervisor.
Create and maintain any reports requested by direct supervisor.
Organizes company functions. HUMAN RESOURCES :
Maintain employee applications.
Obtain all background checks as required.
Make sure all employee files (paper and electronic) are up to date and accurate.
Manage paperwork for employee termination. PERSONAL DEVELOPMENT :
Certified in the operation of QuickBooks.
Certified in the operation of CertaOne.
Participation leading to certification in the Franchise Company’s Leadership Development Program. Specifically : Conflict Resolution, Problem Solving, Coaching, Priority Management and Goal Set and Review.
Participation in Regional or National On-Going Training Conferences / Meetings.
Participation in other personal development sessions as required. III. STANDARDS OF PERFORMANCE
Payroll complete & accurate on a weekly basis.
First run of General Ledger (GL) complete by 8th of every month.
Second run of General Ledger complete by 10th of every month.
Previous weeks Completed Jobs costed accurately by Tuesday of every week. IV. JOB COMPENSATION AND BENEFITS
Office hours and can be flexible for the right candidate.
Work at home part time option following demonstration of proficiency with job duties.
Paid vacation .
Paid holidays .
Great opportunity for professional growth . V. JOB QUALIFICATIONS
High school diploma or GED.
Ability to effectively communicate with customers.
Experienced with social media and digital marketing a plus.
Organized and detailed oriented.
Excellent verbal and written communication skills.
Excellent organizational and time management skills.
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