Office Associate

Benefits:

• Bonus based on performance
• Company parties
• Competitive salary
• Dental insurance
• Flexible schedule
• Health insurance
• Training & development
• Vision insurance

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 PromiseRespect the IndividualHave Pride in What You DoPractice 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. ·        Main