Office Associate

CertaPro is an industry leading service organization. It is important that our Office Associate be an energetic team player committed to the execution of daily and long-term customer service and business objectives of our company. 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.

Primary Office Associate responsibilities include:

• Offering administrative support for our teammates 
• Ensuring that all tasks are completed in a timely and professional manner
• Developing a close working relationship with all teammates to ensure expectations with customers and teammates are met
• Answering incoming phone calls on our main line
• Scheduling estimates for the sales team
• Sending estimate confirmation emails
• Logging call tracking metrics to CRM
• Receipt entry and cost logging into QuickBooks Online
• CRM Data entry
• Invoicing and same as cash financing process management
• Weekly Accounts Receivable management
• Preparing & Initiating Job Site Supervisor payments via ACH
• Preparing weekly project folders
• Filing project paperwork
• Process incoming and outgoing mail
• Office Supply Ordering
• Support in company event planning
• Assisting the Controller with additional administrative support

Living the core values of CertaPro Painters of Indianapolis:

1.We extend a hand to one another

2. We relentlessly pursue painter and customer success 

3.  We are inspired by what (we) could be

4. We take ownership rather than blame 

5. We make honest & ethical choices always

Learn more about the folks you would be working with here: https://certapro.com/indianapolis/our-team/

RESPONSIBILITIES 

• Performs administrative duties, such as maintaining files/data/job jackets, 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
• Diligent customer follow-up & follow-through
• Helps with production, including creating job jackets for each week's production
• Maintains positive relationships with customers, subcontractors, suppliers, and other employees
• Participate in weekly company huddle and team meetings
• Ensures administrative duties are complete in a timely manner, including maintaining all data (lead profiles, job profiles, proposals, etc.) in the database and preparing reports/documentation as required

QUALIFICATIONS 

• Bachelors degree, coursework, or tech school a plus
• Strong verbal/written skills
• Exceptional customer service skills
• Strong computer skills
• Experience with QuickBooks Online preferred
• Previous experience in accounting, HR, and/or in an administrative position a plus
• Quality conscious and detail oriented
• Strong communication and interpersonal skills
• Goal oriented
• Highly organized and self-motivated
• Working knowledge of Microsoft Office Suite

BENEFITS 

• Excellent Advancement Opportunities
• Cell Phone
• Computer
• 401K Plan with Company Match
• Casual and creative work environment
• Group benefits package (Medical, Dental, Vision, with option of additional life insurance)
• Holidays