Office Support Specialist

3 weeks ago


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

We are seeking a highly motivated and organized Office Associate to join our team at CertaPro Painters of Ridgewood, Wayne & Hudson County. As an Office Associate, you will play a critical role in supporting the execution of daily and long-term customer service and business objectives.

Key Responsibilities:

  • Marketing Duties: Update direct mail drops, manage datamining mailings, maintain the franchise website, ensure customer mailing lists are up-to-date, and organize trade shows.
  • Sales Responsibilities: Create sales packages, enter leads into the database, update customer reference lists, and maintain inventory of all sales materials.
  • Production Support: Collect and track hours worked on job sites, update production schedules, create employee MIS, and create job jackets for each week's production.
  • Financial Management: Enter the Annual Financial Plan (AFP) in QuickBooks, ensure QuickBooks data is up-to-date, issue purchase orders, pay all bills and invoices, prepare reports, manage petty cash and office supply budget, and reconcile supplier invoices and expense reports.
  • Administrative Duties: Maintain files/data/job jackets, process payroll, process incoming/outgoing mail, maintain a professional office workspace, order supplies for the office and others, manage facilities, answer phones and coordinate messages and tasks, prepare weekly reports/documentation as requested, and organize company functions.
  • Human Resources Support: Maintain employee applications, obtain background checks, ensure employee files are up-to-date, and manage paperwork for employee terminations.
  • Personal Development: Participate in training/education and attend meetings and conferences as needed.

Requirements:

  • Advanced education degree, coursework, or tech school a plus.
  • Strong verbal/written skills, including 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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