Office Manager Book Keeper Customer Service

Benefits:

Competitive salary

Health insurance

Paid time off

Vision insurance

Executive Administrator / Office Manager / Book Keeper

We are now hiring an Office Manager / Book Keeper / Customer Service oriented person. We are looking to hire this position immediately. We are a rapidly growing general contractor. We are team and family focused and everyone has a role to play for the success of our customers, employees and the company. We are located in north San Diego County and service all of San Diego County.

The job entails wearing multiple hats in order to assist our team members and ensuring happy customers and following established processes that work. The following is an example of some of the duties you can expect. This is not an exhaustive list but things you can expect.

Office Manager

Position Overview:

Represent the company to all suppliers, customers, applicants, employees, etc., to differentiate ourselves from our competition and to further enhance our brand.

Service all prospective and existing customers to exceed their needs and create customers for life.

Collaborate with all employees to meet/exceed their needs.

Ensure that all tasks are completed in a timely and professional manner.

Develop a close working relationship with the Owner, Operations Manager and Sales Manager to ensure all expectations are met with the employees and customers.

Reporting Relationship:

He or she is responsible for leading, guiding, and supporting the team to achieve company goals, personnel development, and strategic growth. He or she has regular contact and communication with departments, employees, and managers at all levels of the organization.

ESSENTIAL FUNCTIONS

SALES:

Create sales packages. Leave Behind, business cards, Warranty, License, and what to expect.

Enter leads into the CRM.

Update customer reference lists regularly.

Create a schedule in CRM to ensure correct availability for all sales people.

Calling in progress jobs and completed jobs to ensure 100% satisfaction

Ask for reviews and referrals. Get as many reviews as possible

Thank you cards for all clients

Manage New Leads, Appt set to ensure low slippage and guarantee we meet with the client. No more than one day.

Log all calls and communication in CRM

PRODUCTION:

Print all contracts and work orders to be approved for scheduling

Once approved, make intro call to confirm schedule send intro email and send deposit invoice(s).

Create Job Jackets to include contract/worker order, certificate of completion (COC), blank Change order form, Door hangers, and Warranty Package.

Ensure all aspects of the job are complete and ready to go and selected prior to start date.

Ensure toilets are ordered for the job site if needed.

Confirm all jobs starts the week prior.

Send day 1 invoices for job start

Confirm any changes additions/ Deletions for all jobs and then send final Invoice.

CRM management – import and export all jobs & costing to QB

ADMINISTRATIVE:

Update and keep CRM accurate daily. This includes changing the job status, updating customer contact information, etc.

Reconcile CRM to the completed job jackets, including all handwritten notes and change forms.

Maintain all files.

Process all mail.

Order supplies for the office and others as required.

Manage facilities.

Answer the phones and coordinate messages and tasks.

Organize company functions.

T shirt management for the entire company.

Onboard all new employees and manage employee files.

Ensure positive customer experience throughout sales and production process.

Ensure accuracy and up-to-date records in compliance with IRS & GAAP requirements

Oversee key financial metrics/actions such as job costing, gross margin tracking, payroll, accounts payable (AP), accounts receivable (AR), invoicing, trend reports and journal entries.

Work with the leadership team to determine values, mission, and plan for short and long-term goals.

Cultivate strong vendor relations to ensure smooth and efficient business operations.

Vendor packets, COI and w9 for all commercial jobs

Maintain vendor relations and files for insurance, phone companies, subcontractors, etc.

Process payroll

Ensure all PTO is calculated and logged for all hourly and salaried staff

Handle all reimbursements for all staff as needed.

Reconcile expense reports submitted by staff.

Manage paperwork related to employee termination and actively participating in the Franchise Company’s Leadership Development Program, specializing in Conflict Resolution, Problem Solving, Coaching, Priority Management, and Goal Set and Review.

Keep QuickBooks up to date and accurate.

Reconcile supplier invoices and manage the office supply budget.

Code all charges that come into the company correctly

Interface with EDD, CalSavers and any other governmental agency

Ensure Employee manual is up to date once per year.

Demonstrate expertise in performance management, coaching, and cultivating a positive work environment for direct reports.

Set up travel for hotel and airfare as directed and/or needed by the owner or operations.

Ensure prevailing wage jobs are certified.

Ensure all per diems are calculated if necessary.

Accounts receivable for all with emphasis on Commercial due to timing

Job qualifications

· Must possess a positive team oriented attitude.

· Must have at least 2 years experience in customer service office management.

· Must be proficient in Quickbooks, Microsoft Office suite.

· Proficiencies in Microsoft Dynamics is a plus. (CRM Software)

Bilingual is a plus

Must be systems oriented and have be strong in detail orientation and implementing the system.

What we offer

Full time employment

Health Insurance is offered

Company cell phone and laptop

CalSaver offered

Competitive salary

Bonus for team efforts

Paid time off

This franchise is independently owned and operated by a franchisee. Your application will go directly to the franchisee, and all hiring decisions will be made by the management of this franchisee. All inquiries about employment at this franchisee should be made directly to the franchise location, and not to CertaPro Painters Corporate.