Executive Administrator / Office Manager / Book Keeper

CertaPro of Carlsbad is now hiring a Executive Administrator / Office Manager / Book Keeper. We are looking to hire this position immediately. We are a rapidly growing painting 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.

Executive Administrator (EA)

Position Overview:

The Executive Administrator of CertaPro Painters of Carlsbad is responsible for upholding our “Brand of Certainty” to all stakeholders including suppliers, customers, and employees.

Reporting Relationship:

This position reports directly to the Franchise Owner. 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.

Job Responsibilities:

Ensure accuracy of our Customer Relationship Management (CRM) software (define)

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.

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.

Process payroll

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

Keep QuickBooks up to date and accurate.

Cost all completed jobs.

Reconcile supplier invoices and manage the office supply budget.

Reconcile expense reports submitted by staff.

Code all charges that come into the company correctly

Intereface with EDD, CalSavers and any other governmental agency

Ensure Employee manual is up to date once per year.

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

Handle all reimbursements for all staff as needed.

Travel to key events such as National Conference, Training Sessions and Leadership Off-sites

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.

Vendor packets, COI and w9 for all commercial jobs

Accounts receivable for all with emphasis on Commercial due to timing

All Paint for commercial must have a job opened for it at the respective paint manufacturer.

Manage Teams channel to ensure we are all using this.

C1 $ management – import and export all jobs costs to QB

Ensure Bill and pay, Quickbooks and CRM match

Manage your assigned Yelp Account

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

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.