Office Associate

2 weeks ago

Paramus, United States CertaPro Painters of Ridgewood, Wayne & Hudson County Full time

We are looking for an energetic team player committed to the execution of daily and long-term customer service and business objectives of our company as an Office Associate. Fostering lasting relationships is at the heart of what we do at CertaPro and is influential in laying the foundation for success in our business. Our Office Associate position is a challenging, evolving, and rewarding position with many areas of responsibility, including Marketing, Sales, Production, Finance, Administration, and Human Resources.

**RESPONSIBILITIES**
- Fulfills marketing duties, such as updating direct mail drops and managing datamining mailings, maintaining the franchise website, ensuring customer mailing lists are up-to-date, and organizing trade shows
- Manages sales responsibilities, including creating sales packages, entering leads into the database, updating customer reference lists, and maintaining inventory of all sales materials
- Helps with production, including collecting and tracking hours worked on job sites, updating production schedules, creating employee MIS, and creating job jackets for each week's production
- Manages financials, including entering the Annual Financial Plan (AFP) in QuickBooks and ensuring QuickBooks data (deposits, journal entries, etc.) is up-to-date, issuing purchase orders, paying all bills and invoicing customers, preparing reports (Profit & Loss, Balance Sheet, Accounts Receivable/Payable, etc.), managing petty cash and office supply budget, and reconciling supplier invoices and expense reports
- Performs administrative duties, such as maintaining files/data/job jackets, processing payroll, processing incoming/outgoing mail, maintaining a professional office workspace, ordering supplies for the office and others (as required), managing the facilities, answering phones and coordinating messages and tasks, preparing weekly reports/documentation as requested, and organizing company functions
- Participates in personal development through training/education and attendance at meetings and conferences as needed

**QUALIFICATIONS**
- Advanced education degree, coursework, or tech school a plus
- Strong verbal/written skills, to include proof-reading and basic math skills
- P&L experience
- Exceptional customer service skills
- Strong computer and internet skills
- Experience with QuickBooks preferred
- Previous experience in sales, marketing, accounting, HR, and/or in an administrative position a plus
- Outstanding phone skills
- Quality conscious and detail-oriented
- Strong communication and interpersonal skills

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