Administrative Assistant

JOB TITLE: Administrative Assistant

STATUS: Full-Time, Salaried

SCHEDULE: Monday Friday, 8:30 a.m. 5:00 p.m.

LOCATION: On-site

ABOUT US

At JAN-PRO Franchise Development of Central Virginia, we are proud to be part of an award-winning, industry-leading commercial cleaning franchise network. As a locally owned and operated regional office, we combine the strength and reputation of a national brand with the agility and close-knit culture of a local business. We don't just provide exceptional commercial cleaning solutionswe empower local entrepreneurs to build and scale their own certified franchise businesses. Our team thrives on collaboration, mutual respect, and a shared drive for success. If you are looking for a dynamic workplace where your contributions directly impact our company's success, you will fit right in.

JOB SUMMARY

As the JAN-PRO Administrative Assistant, you will serve as the organizational heartbeat of our regional office. This role requires an exceptional communicator who builds positive relationships with franchise owners, clients, corporate teammates, and external vendors. The ideal candidate is a proactive team player with strong time-management skills, a strong focus on customer service, and a drive to achieve measurable results in a dynamic environment.

KEY RESPONSIBILITIES: Include, but are not limited to

CLIENT RELATIONS & FRANCHISE SUPPORT

• Conduct outreach to clients of JAN-PRO Certified Business Owners (CBOs) to gauge service satisfaction.
• Manage client feedback by relaying key details and insights to CBOs and the Franchise Development team.
• Manage the Listen360 electronic client feedback tool.
• Prequalify franchise prospects by fielding incoming emails and calls, scheduling presentations, and following up to confirm appointments.
• Ensure compliance by tracking and collecting required business documents (e.g., business licenses, LLC filings) from CBOs.
• Act as the main point of contact for processing insurance claims on behalf of CBOs.

OFFICE OPERATIONS & ADMINISTRATION

• Manage the front desk by answering incoming calls, routing them appropriately, and logging detailed notes into the CRM.
• Oversee inventory for both the office and the CBO supply room, assisting franchise owners with product purchases.
• Maintain digital and physical filing systems, ensuring client and CBO information is organized and up to date.
• Prepare materials for new franchise presentations, training manuals, logbooks, and general office use.
• Collaborate on internal communications by gathering content to create and distribute the monthly company newsletter.
• Perform general administrative duties and participate in weekly team meetings to share ideas and progress.
• Utilize the CRM tool daily to accurately update, document, and track CBO and client information.
• Assist the Accounting Manager with basic QuickBooks entries and routine accounting tasks. No prior accounting experience required.

QUALIFICATIONS & SKILLS

• Proven experience in a dedicated customer service or administrative role.
• Exceptional written, verbal, and active listening skills with a polished phone presence.
• Strong knowledge of the Microsoft Office Suite (Word, Excel, Outlook) and familiarity with CRM systems; QuickBooks experience is a plus, but not necessary.
• Detail-oriented multitasker who takes initiative and consistently meets time-bound commitments.
• A proactive problem-solver and relationship builder who maintains a positive, collaborative attitude.

COMPENSATION & BENEFITS

Paid time off: 15 days of paid vacation, 6 paid sick days, your birthday, and 8 paid holidays annually.

Health and wellness : 75% company-paid medical and dental insurance (eligible after 90 days of employment).

Retirement: Choice of a Roth or Simple IRA with up to a 3% company match.

Supplemental Insurance: Voluntary access to AFLAC benefits.

Bonus: Eligibility to earn a performance-based quarterly bonus.

Culture: The opportunity to work for a dynamic, locally owned, and operated company that values its team.