Office Associate

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:

•Update direct mail (DM) drops in Certa Notes.
•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.
•Organize trade shows.
•Perform commercial telemarketing.
•Attend trade shows as required.
•Order DM with direction from Franchisee or General Manager.

SALES:

•Create sales packages.
•Enter leads into Certa Notes.
•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 in Certa Notes.
•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.

FINANCIAL:

•Enter Annual Financial Plan (AFP) into QuickBooks
•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 Certa Notes by Tuesday.
•Pay all bills.
•Invoice customers.
•Prepare reports. To include: Profit & Loss, Balance Sheet, Accounts Receivable, Account, etc.
•Maintain the petty cash fund.
•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 Certa Notes 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 Certa Notes.
•File job jacket when job is complete.
•Process payroll.
•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 CertaNotes.
•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

•MIS complete & accurate on a weekly basis.
•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.
•Statements complete & accurate (Profit & Loss, Balance Sheet, etc.) completed 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.
•Knowledge of Microsoft office packages.