Office Manager

Benefits

• Health insurance
• Paid time off
• 401(k)
• 401(k) matching
• Bonus based on performance

Position Overview

The role of the OFFICE MANAGER is to support the Production Team, the Sales Team and Owner with a range of administrative, bookkeeping and data management tasks. These activities directly contribute toward the company meeting or exceeding expectations in terms of Leads Generated, Sales Dollars Completed, Gross Profit Margin, and Net Promoter Score Rating.

While working toward these goals, the Office Manager must represent the CertaPro brand in a manner that distinguishes us from our local competition as CertaPro “Delivers Extraordinary Experiences” and ensures that our customer’s needs and expectations are met or exceeded.

Key Accountabilities

• Financial: 30%
• Daily bookkeeping of income and expense
• Provide accountant financial data within 5-business days of month end
• Accounts receivable management
• Accounts payable management
• Job costing and close outs
• Weekly Flash Report
• Avoidable Cost Report
• Maintain weekly/monthly performance metrics reports
• QuickBooks management
• Human Resources: 20%
• Subcontractor payment processing
• Maintain PTO records for employees
• Background checks for applicants
• Subcontractor documentation management
• Operations: 20%
• Vendor management
• Collect and record all EPA RRP Lead Safe compliance documentation
• Customer Experience: 20%
• Schedule sales appointments requested via Phone or Email
• Support Production Coordinator with all Customer Communication responsibilities
• Oversee/verify resolution of customer concerns, problems or complaints
• Marketing: 5%
• Submit information required for Monthly Newsletter
• Maintain before/after project photographs
• Administrative/Other: 5%
• Painter appreciation events
• General office management of supplies and equipment
• Mail processing

Qualifications/Experience

• Two-year college degree (or equivalent work experience) in related field
• With five years or more experience in production management
• Strong verbal and interpersonal communication skills, with the ability to interact confidently and professionally with painters and customers
• Strong organization skills, with the ability to plan and schedule production resources for complex and rapidly changing schedules
• Ability to manage multiple tasks in a coordinated and strategic manner, meeting both long-term and short-term schedule requirements
• Strong customer management skills. Ability to work independently and be self-directed while simultaneously collaborating with the CertaPro Team

Company Overview

CertaPro Painters® of Maine is not only one of the leading PROFESSIONAL painting companies in Maine but also one of the oldest, most successful CertaPro Painters® franchise operations in the country, with over 20-years providing professional painting services that beautify the interiors and exterior of residential homes and commercial buildings.

We are independently owned and operated. Our success has been built on the foundation of delivering certainty to our customers – certainty of a job well done. We focus on the details of every project and most importantly, we focus on our clients. The Promise we make is “To Consistently Delivery Extraordinary Experiences®”. While this promise is made to our customers and clients, it is also made to our fellow team members, employees and subcontractors alike, as well as our vendors and other partners. It is a promise the Company makes to you but one we ask you to make to the Company as well.

The Vision we have for the Company is that “In a world of increasingly little or no CERTAINTY, CertaPro Painters® DELIVERS one job and one EXTRAORDINARY CUSTOMER EXPERIENCE at a time.” While it is important to assure our customers of our quality workmanship and our expertise, and to deliver completed projects that demonstrate a high level of craftsmanship, more important is that the customer can reflect on the overall experience, from when they first contact us until when the project is complete, and that they feel we Delivered on that Vision.

As the Office Manager for CertaPro Painters® of Maine, you will often be the first point of contact for our customers and clients and help make sure we deliver on our promises.