Philippines Job Openings
Gables & Grove Painting
Sales and Production Admin
FULL TIME
November 6, 2024
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.
- 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: Full-Time
- Location: Remote in the Philippines
- 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.
- Education: Bachelor’s degree in Business Administration, Project Management, or a related field (preferred).
- Proficiency in CRM tools (Asana, Paint Scout, Co Cam)
- Strong understanding of project management principles
- Excellent communication and organizational skills
- Minimum 2 years in a similar administrative or project coordination role, preferably in a construction or painting industry.
- Must be available to work flexible hours, including some weekends, to meet project demands.
- High attention to detail
- Proven track record in managing multiple tasks and deadlines
- Strong interpersonal and communication skills
- Organizational skills
- Time management
- Proficiency in project management software
- Strong written and verbal communication skills
- 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.
- 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.
- 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
- 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.
- 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.
- 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: $6 - 7 per hour
- 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.
Pay: Php6.00 - Php7.00 per hour
Expected hours: 40 per week
Benefits:
- Company events
- Work from home
- 8 hour shift
- Evening shift
- Late shift
- Night shift
- Commission pay
- Construction Admin: 1 year (Required)
- Night Shift: 1 year (Required)
- English (Required)
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