Executive Administrator Office Manager Book Keeper for immediate h

CertaPro Painters of Carlsbad & Oceanside/Vista, CA; Carlsbad (CA); On-site; USD 45,000 - 75,000; Full time

Job summary

An established industry player is seeking a dynamic Executive Administrator to join their team in Carlsbad. This role is pivotal in upholding the company's commitment to excellence, ensuring a positive customer experience, and managing key financial operations. You will be responsible for onboarding new employees, maintaining compliance with financial regulations, and cultivating strong vendor relationships. If you thrive in a collaborative environment and possess a strong background in office management and customer service, this opportunity offers a chance to make a significant impact while enjoying a supportive work culture and competitive benefits.

Benefits

Health Insurance

Company cell phone

Company laptop

Paid time off

Bonus for team efforts

CalSaver

Qualifications

• 2+ years of experience in customer service office management required.
• Proficient in QuickBooks and Microsoft Office Suite.

Responsibilities

• Manage CRM software and ensure accuracy of records.
• Oversee financial metrics and payroll processing.
• Onboard new employees and manage employee files.

Skills

Customer Service

Team-oriented attitude

Performance Management

Bilingual

Tools

QuickBooks

Microsoft Office Suite

Microsoft Dynamics

Job description

Executive Administrator / Office Manager / Book Keeper

CertaPro of Carlsbad is now hiring an Executive Administrator / Office Manager / Book Keeper. We are looking to hire this position immediately. We are a rapidly growing painting contractor, team and family-focused, where everyone plays a role in the success of our customers, employees, and the company. We are located in north San Diego County and service all of San Diego County.

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

Job Responsibilities:

1. Ensure accuracy of our Customer Relationship Management (CRM) software.
2. Onboard all new employees and manage employee files.
3. Ensure positive customer experience throughout the sales and production process.
4. Ensure accuracy and up-to-date records in compliance with IRS & GAAP requirements.
5. 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.
6. Work with the leadership team to determine values, mission, and plan for short and long-term goals.
7. Cultivate strong vendor relations to ensure smooth and efficient business operations.
8. Manage paperwork related to employee termination and participate in the Franchise Company’s Leadership Development Program.
9. Process payroll.
10. Maintain vendor relations and files for insurance, phone companies, subcontractors, etc.
11. Keep QuickBooks up to date and accurate.
12. Cost all completed jobs.
13. Reconcile supplier invoices and manage the office supply budget.
14. Reconcile expense reports submitted by staff.
15. Code all charges that come into the company correctly.
16. Interface with EDD, CalSavers, and any other governmental agency.
17. Ensure the Employee manual is up to date once per year.
18. Ensure all PTO is calculated and logged for all hourly and salaried staff.
19. Handle all reimbursements for all staff as needed.
20. Travel to key events such as National Conference, Training Sessions, and Leadership Off-sites.
21. Demonstrate expertise in performance management, coaching, and cultivating a positive work environment for direct reports.
22. Set up travel for hotel and airfare as directed and/or needed by the owner or operations.
23. Ensure prevailing wage jobs are certified.
24. Ensure all per diems are calculated if necessary.
25. Vendor packets, COI, and W9 for all commercial jobs.
26. Accounts receivable for all with emphasis on Commercial due to timing.
27. All Paint for commercial must have a job opened for it at the respective paint manufacturer.
28. Manage Teams channel to ensure we are all using this.
29. C1 $ management – import and export all jobs costs to QB.
30. Ensure Bill and pay, QuickBooks, and CRM match.
31. Manage your assigned Yelp Account.

Job Qualifications:

1. Must possess a positive team-oriented attitude.
2. Must have at least 2 years of experience in customer service office management.
3. Must be proficient in QuickBooks and Microsoft Office Suite.
4. Proficiency in Microsoft Dynamics is a plus (CRM Software).
5. Bilingual is a plus.

What We Offer:

1. Full-time employment.
2. Health Insurance is offered.
3. Company cell phone and laptop.
4. CalSaver offered.
5. Competitive salary.
6. Bonus for team efforts.
7. 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.