Office Manager

Certapro Painters Office Manager

The Office Manager ensures the "Brand of Certainty" is delivered to all stakeholders, including suppliers, customers, and staff. As an independently owned and operated CertaPro Painters franchise, we are North America's largest residential and commercial painting company. This role is essential for supporting business growth and operational excellence.

Reporting Structure:

• Reports directly to the Franchise Owner
• Key partner impacting company growth and ongoing success
• Regular communication with team members across all levels

Key Responsibilities:

• Lead and develop best practices for office administration
• Process incoming mail, manage professional office presentation, and answer phones
• Coordinate office tasks, messages, and maintain clear communication with team members
• Ensure accurate daily management of our CRM (CertaOne): update job statuses, customer information, etc.
• Reconcile CRM records with completed job documentation and maintain change logs
• Track daily project status, manage production schedule/calendar, and help achieve production goals
• Deliver a positive customer experience during sales and production phases
• Generate job jackets, track and order inventory, equipment, paints, and materials as needed
• Enter and maintain financial plans and vendor/customer invoicing in QuickBooks per IRS & GAAP compliance
• Prepare sales packages, enter new leads, update reference lists, and maintain sales materials
• Manage job costing, gross margin tracking, payroll, accounts payable/receivable, invoicing, and trend reports
• Reconcile supplier invoices, expense reports, and manage the office supply budget
• Cultivate strong vendor relationships
• Attend occasional conferences, training, and company events (some travel required)

Required Competencies & Skills:

• Strategic thinking and creative problem-solving
• Strong communication (verbal and written)
• Sound decision-making and judgment
• Goal-oriented with proven track record of attainment
• High attention to detail
• Dependable and reliable

Required Qualifications:

• High school diploma or equivalent
• 3+ years of experience as an Office Manager or similar multi-tasking office role
• Proficiency with Microsoft Office applications
• Proficiency with QuickBooks minimum 1-2 years experience
• Exceptional written and verbal skills

Preferred Qualifications:

• Associate's degree in business or construction management, or equivalent experience
• Production scheduling experience
• Spanish fluency

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• Ability to lift up to 15 pounds on occasion

CertaPro Painters of Rock Hill, Fort Mill & SW Charlotte is an Equal Opportunity Employer. Compensation: $55,000.00 - $62,000.00 per year