OFFICE MANAGER/ACCOUNTANT

The ideal candidate is self-motivated, forward-thinking, highly organized, roll-up-your sleeves individual that enjoys a fast-paced office environment.

This position is a dual role which reports to the Controller where the responsibilities include that of an Office Manager and an Accountant as detailed below.

Office Manager Responsibilities
• Duties for daily office function:
     o Opens and closes the office daily
     o Manages the office phone:
            o Accurately directs calls to appropriate parties
            o Takes accurate, complete and legible telephone and verbal messages
     o Manages office visitors:
            o Greets and acknowledges all visitors courteously and promptly
            o Signs for supply deliveries
            o Confirms and records appointments efficiently to avoid conflicts of time and
              ensures visitors are greeted in a timely manner
    o Provides accurate and prompt information to management, employees, prospects, clients
and visitors as needed
    o Prints and distributes reports when needed
    o Performs other related tasks and activities as assigned

• Duties which support operations by bridging the gap between sales and Business Consultants
    o Manages internal CRM system according to the Jan-Pro Corporate CRM manual
    o Customer data
           ▪ Input new customers and monitors changes as they occur to ensure
accurate information
           ▪ Monitors monthly activities and changes in customer service days, new
account mid-month starts, change in service providers and inputs
necessary data in CRM to ensure smooth operation of business activities.
    o Franchise owner data
           ▪ Input new franchise owner information and monitors changes as they occur to ensure accurate information
           ▪ Generates and reviews with the Controller the monthly statements to franchise owners by the 22nd of every month
    o Responsible for maintaining supply inventory levels established by management
           o Orders and stocks supplies to maintain minimum levels
           o Prepares franchise supply start up kits
           o Gathers data from operations as supplies are sold to franchisees
    o Assists operations by maintaining training binder materials, Franchise Disclosure binder information and making general copies, when requested

Accountant responsibilities
• Follows corporate practices per the Jan-Pro Corporate accounting manual
• Maintains accurate, updated and organized files
• Manages accounts receivable
         o Generates monthly invoices in Quick Books by the first of every month or upon the customer start  date
         o Prepares daily check deposit
         o Applies customer payments
         o Calls upon past due accounts and follows up with customers on late payments via
email/phone
         o Reviews accounts receivable past due report monthly with Controller
• Manages accounts payable
         o Invoice collection
         o Electronically input of invoices into the cloud based portal
         o Reconciles vendor statements to the portal as needed
         o Reviews coding of transactions in the portal for accuracy
         o Follows up with the Controller and Owner for approval of invoices for payment
         o Schedules vendor payments
         o Reconciles accounts payable at month end to Quickbooks

• Responsible for assisting the Controller with month end close:
       o reconciliation of
                  ▪ monthly bank statements
                  ▪ credit card statements
                  ▪ franchise notes
                  ▪ supply inventory
                              • Performs inventory cycle counts as needed
                              • Ensures all supplies are invoiced to the franchisee
      o provide information for monthly Business Activity Reporting

PREREQUISITE KNOWLEDGE, SKILLS, AND EDUCATION:
• Associates degree in accounting is preferred or 3+ years in an accounting department is required
• Experience with QuickBooks and use of company CRM systems preferred
• Excellent written and verbal English communication skills—bilingual in Spanish is an
added value
• Pleasant and professional demeanor and appearance
• Knowledge of MS Office products including Word, Excel, PowerPoint and Outlook
• Proficient in the use of the Internet

PHYSICAL AND MENTAL REQUIREMENTS:
• Ability to function in high-pressure situations
• Manual dexterity to operate a computer and other electronic devices
• Ability to take legible hand-written notes where necessary
• Correctable vision and hearing
• Excellent interpersonal skills
• Clear, easy to understand oral communication ability
• Ability to sit for prolonged periods
• Ability to lift 25 lbs.

ENVIRONMENTAL EXPOSURE:
• Air conditioned/heated office environment
• Exposure to artificial interior lighting
• Low to medium level noise
• Exposure to hazards as typically found in office products and equipment

EMPLOYEE BENEFITS:
• Salary $50,000 - $52,000 depending on experience/qualifications
• Opportunity to participate in company health insurance and profit-sharing program after
qualifying employment period
• PTO and paid vacation after probationary period
Job Type: Full-time-40 hrs/week