Office Manager / Book Keeper / Customer Service

• Competitive salary
• Health insurance
• Paid time off
• Vision insurance

• 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

• 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 

• 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 

• Bilingual is a plus
• Must be systems oriented and have be strong in detail orientation and implementing the system. 

• 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.