Production and Sales Admin - Join Our Dynamic Team!
Gables & Grove Painting is looking for a detail-oriented Production and Sales Admin to keep our projects running smoothly! If you excel in communication, scheduling, and CRM accuracy, apply to join our supportive and high-energy team in Miami, FL!
One-Liner
Drive project efficiency and ensure seamless sales-to-production coordination through effective scheduling, communication, and CRM management.
Relation to Core Values

• Alligator - Resilient: This role embodies resilience and accountability, essential for ensuring smooth project transitions, addressing scheduling challenges, and maintaining project accuracy.
• Dolphin - Unity: Fosters unity by maintaining open, consistent communication with all stakeholders and supporting a collaborative work environment.
• Heron - Wisdom: Exemplifies wisdom through meticulous planning, transparent updates, and attention to detail in managing documents and CRM data.
• Panther - Agility: Embraces agility by responding swiftly to changes in schedules and project needs, adapting to ensure no disruptions in client service.

Relation to Principles

• Move Fast: Ensures efficiency in scheduling and communication to keep up with fast-moving project demands.
• Attention to Detail: Delivers accuracy in documentation and CRM data to minimize errors and enhance reliability.
• Customer Service and Peace of Mind: Provides peace of mind to customers through proactive communication and streamlined processes.
• Think Like Owners: Demonstrates a high level of ownership by proactively identifying and addressing potential project bottlenecks.

Employee Type and Location

• Employee Type: Full-Time
• Location: Remote in the Philippines

Responsibilities

• Project Efficiency: Ensure all projects are effectively managed to meet deadlines and budgets.
• CRM Accuracy: Maintain CRM with 98% data accuracy for informed decision-making.
• Communication Excellence: Provide timely communication, including daily updates to clients and teams.

Minimum Education

• Education: Bachelor’s degree in Business Administration, Project Management, or a related field (preferred).

Qualifications/Knowledge

• Proficiency in CRM tools (Asana, Paint Scout, Co Cam)
• Strong understanding of project management principles
• Excellent communication and organizational skills

Experience

• Minimum 2 years in a similar administrative or project coordination role, preferably in a construction or painting industry.

Additional Requirement

• Must be available to work flexible hours, including some weekends, to meet project demands.

Key Selection Criteria

• High attention to detail
• Proven track record in managing multiple tasks and deadlines
• Strong interpersonal and communication skills

Skills

• Organizational skills
• Time management
• Proficiency in project management software
• Strong written and verbal communication skills

Deliverables

• Project Efficiency: Effective project management with adherence to timelines and budgets.
• CRM Management: 98% accuracy in CRM data entries.
• Communication: Timely completion of welcome calls, daily updates, and follow-ups.
• Schedule Management: Coordinate schedules without conflicts for crews and supervisors.
• Document Accuracy: Ensure all required documentation is completed accurately and promptly.

Accountabilities

• Project Efficiency
• Manage Project Timelines: Regularly review project schedules to ensure milestones are met.
• Coordinate with Supervisors: Collaborate with supervisors to align on project goals, timelines, and potential issues.
• Budget Oversight: Track project budgets and notify relevant stakeholders if discrepancies arise.
• CRM Management
• Data Entry and Validation: Maintain up-to-date and accurate CRM entries for all projects, ensuring data integrity.
• Track Customer Interactions: Record all customer interactions to improve transparency and streamline follow-ups.
• Quality Control: Conduct weekly checks to maintain 98% CRM accuracy.
• Communication
• Welcome Calls: Conduct welcome calls within 30 minutes of project initiation to set expectations.
• Daily Customer Updates: Ensure customers are informed of project progress and any adjustments.
• Internal Communication: Maintain consistent updates within the team to align production and sales efforts.
• Schedule Management
• Sales Appointment Coordination: Manage sales schedules to prevent overlaps and maximize time efficiency.
• Production Scheduling: Maintain a dynamic schedule for production crews to optimize workflow.
• Availability Monitoring: Keep track of supervisor and subcontractor availability to anticipate scheduling needs.
• Document Accuracy
• Contract Management: Prepare and verify contracts, COIs, and related documents for accuracy.
• Form Completion: Support supervisors in completing daily forms (e.g., WAF, CSF).
• Timely Submission: Ensure all documents are submitted on time to relevant stakeholders.

Daily Tasks

• Review and update CRM entries
• Conduct welcome calls for new projects within 30 minutes
• Coordinate schedules for supervisors, crews, and subcontractors
• Verify all required forms are accurately completed and filed
• Provide daily project updates to clients and internal teams

KPIs

• CRM Accuracy: Achieve and maintain 98% CRM data accuracy.
• Customer Communication: 100% timely welcome calls and daily project updates.
• Schedule Management: Zero scheduling conflicts and 100% timely appointment coordination.
• Document Submission: 100% on-time and accurate documentation.

Scorecard Items

• Maintain 98% accuracy in CRM.
• Complete welcome calls within 30 minutes of project initiation.
• Achieve zero scheduling conflicts for crews.
• Ensure 100% accuracy in project documentation.
• Track and report budget adherence.
• Submit daily customer communication reports.
• Provide weekly CRM data audits.
• Update supervisors on potential scheduling conflicts.
• Ensure all lead follow-ups are completed within 24 hours.
• Conduct weekly checks on project status updates.

OKRs (Objectives and Key Results)

• Objective: Enhance project efficiency.
• Key Result: Reduce project delay rate to under 2% by Q4.
• Objective: Improve CRM accuracy.
• Key Result: Increase CRM data validation checks to bi-weekly.
• Objective: Strengthen client communication.
• Key Result: Achieve a 95% satisfaction rate on communication feedback surveys.

Salary Range

• Salary: $6 - 7 per hour

Ideal Candidate Profile

• Preferences & Abilities: Precision, Problem Solving, Tenacity, Attainment, Alignment with Company Values
• Astrological Profile: None specified.
• Other Personality Traits: Adaptable, proactive communicator, organized
• Skill Set & Experience Needed: Project coordination, CRM management, strong interpersonal communication
• Employee Profile Based on Current/Past Employees: Consistent performers with strong organization and multitasking abilities.

Job Type: Full-time
Pay: Php6.00 - Php7.00 per hour
Expected hours: 40 per week
Benefits:

• Company events
• Work from home

Schedule:

• 8 hour shift
• Evening shift
• Late shift
• Night shift

Supplemental Pay:

• Commission pay

Experience:

• Construction Admin: 1 year (Required)
• Night Shift: 1 year (Required)

Language:

• English (Required)

Application Deadline: 11/15/2024