Philippines Job Openings

Gables & Grove Painting

Sales and Production Admin

FULL TIME

November 6, 2024

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
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