Office Associate

Job Description

Job DescriptionBenefits:

• 401(k)
• Competitive salary
• Opportunity for advancement
• Paid time off
• Training & development

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.

Responsibilities:

MARKETING:
o Update direct mail (DM) drops in CertaOne.
o Manage and process all Datamining mailings.
o Maintain franchise website to be compliant with CertaPro Standard Operating Procedures (SOP).
o Ensure all Marketing Tactics are executed per the Companys Annual Marketing Plan.
o Ensure all customer mailing lists are up to date.
o Organize trade shows.

SALES:
o Create sales packages.
o Enter leads into CertaOne.
o Update customer reference lists regularly.
o Maintain inventory and update all point-of-sale material.

PRODUCTION:
o Collect and track actual hours worked on job sites daily.
o Update Production Scheduler in CertaOne.
o Create Job Jackets.

FINANCIAL:
o Enter Annual Financial Plan (AFP) into QuickBooks
o Keep QuickBooks up to date and accurate.
o Cost all completed jobs.
o Invoice customers.
o Prepare reports.
o Reconcile supplier invoices and manage the office supply budget.
o Reconcile expense reports submitted by staff.

ADMINISTRATIVE:
o Update and keep CertaOne accurate daily. This includes changing the job status, updating customer contact information, etc.
o Reconcile CertaOne to the completed job jackets, including all handwritten notes and change forms.
o File job jacket when the job is complete.
o Process payroll
o Maintain all files.
o Process all mail.
o Maintain professional presentation of the office.
o Order supplies for the office and others as required.
o Maintain vendor relations and files for insurance, phone companies, subcontractors, etc.
o Manage facilities.
o Answer the phones and coordinate messages and tasks.
o Prepare weekly breakdown of results in preparation for weekly meetings with supervisor.
o Create and maintain any requested reports.
o Organize company functions.

Qualifications/Certifications:

• College degree (preferred)
• 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
• 5 years of Office Assistant experience (preferred)

Each CertaPro Painters business is independently owned and operated.