Office Associate | Bookkeeper
CertaPro Painters of Southwest Florida
POSITION OVERVIEW
· Represent CertaPro Painters of Southwest Florida (an independently owned and operated CertaPro Painters franchisee) to all suppliers, customers, applicants, employees, etc. so as to differentiate ourselves from our competition and to further enhance our “Brand of Certainty.”
· Service all prospective customers and customers with the objective of meeting/exceeding their painting needs and building customers for life.
· Service all employees with the objective of meeting/exceeding their needs and building an employee for life.
· Ensure that all tasks are completed in a timely and professional manner.
· Develop a close working relationship with the General Manager (GM), Sales Associate(s) to ensure that all expectations set with the employees and customers are met.
· Fulfill the obligations of the essential functions; Marketing, Sales, Production, Financial, Administrative, Human Resource and Personal Development as outlined below.
OFFICE:
· Field customer calls, book appointments and coordinate the office daily.
· Manage and process all Datamining mailings.
· Ensure all customer mailing lists are up to date.
· Update direct mail (DM) drops in CertaOne.
· Maintain inventory and update all point of sale material.
· Schedule estimates for the Sales Associate(s).
· Send estimate follow up letters to customers with Sales Associate’s direction.
· Collect and track actual hours worked on job sites daily.
· Update Production Scheduler in CertaOne.
· Create Job Jackets
· Order paint and materials.
· Invoice customers.
· Reconcile paint and material supplier invoices.
· Manage the office supply budget.
· Make all deposits.
· File job jacket when job is complete.
· Maintain all files.
· Process all incoming and outgoing mail.
· Maintain professional presentation of the office.
· Order supplies for the office and others as required.
· Maintain vendor relations and files as required. To include: insurance, phone companies, subcontractors, etc.
· Enter data as required.
· Answer the phones and coordinate messages and tasks.
· Maintain employee applications.
· Make sure all employee files (paper and electronic) are up to date and accurate.
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ACCOUNTING:
· Perform standard bookkeeping functions.
· Enter Annual Financial Plan (AFP) into QuickBooks
· Keep QuickBooks up to date and accurate. To include: recording deposits, journal entries, etc.
· Cost all completed jobs.
· Pay all bills.
· Prepare reports. To include: Profit & Loss, Balance Sheet, Accounts Receivable, Accounts Payable, Statement of Cash, etc.
· Prepare monthly trend for General Manager
· Certified in the operation of QuickBooks. (Willing to train.)
· First run of General Ledger (GL) complete by 8th of every month.
· Statements complete & accurate (Profit & Loss, Balance Sheet, etc.) completed by 10th of every month.
