Business Systems Manager ensuring seamless operation of Phocas’ SaaS ecosystem while collaborating with teams to optimize processes and data integrations. Supporting 300+ users globally in a hybrid work environment.
EC
Hybrid Business Operations Associate
Posted 2 months ago
About the role
- Business Operations Associate supporting daily business operations and administration tasks for EverLine Coatings. Engaging with customers and ensuring efficient operations within a dynamic environment.
Responsibilities
- Supports daily business operations by assisting with administrative, sales and marketing, compliance and safety, and operations responsibilities
- Monitor and respond to online inquiries
- Maintain organized electronic filing systems
- Ensure proper onboarding with customers, including W9 and COI submissions
- Pre-screening of candidates, coordinating interviews with Operations Manager and Ownership
- Preparing and executing new hire paperwork for onboarding new hires
- Assist with scheduling site visits and customer appointments
- Track job documentation, photos, and completion records
- Review operations reports for missing data; retrieve data as needed from operations team
- Creating mail out list to target customers; sending out mailers
- Sending follow up emails to target customers
- Serve as a primary point of contact for customers regarding scheduling, invoicing, and general questions
- Support sales efforts by tracking leads, proposals, and follow-ups in Hubspot or job management systems
- Assist with estimations by taking measurements and line striping counts via Google Earth
- Assist with proposals by preloading information in Proposify
- Submit proposals to online bidding platforms such as BuildingConnect, PlanHub, and SmartBid
- Site visits as needed
- Assist with invoicing, billing, and accounts receivable tracking
- Work with bookkeeper by answering questions on how to code transactions and providing monthly bank, credit card, and loan statements
- Support expense tracking for payroll reimbursements
- Reviewing monthly P&L statements for accuracy and preparing monthly cash flow statements
- Maintain employee training records
- Assist with tracking safety documentation, SDS records, and compliance requirements
- Support preparation of documentation for audits, insurance, or regulatory reviews
- Ensure compliance is maintained within vendor management systems such as Avetta, VendorSmart, and SAP
- Order and distribute PPE and uniforms for team members.
Requirements
- 2+ years of experience in an administrative or customer service role preferred
- Experience in construction, contracting, or service-based businesses is a plus
- Proficiency in Microsoft Office (Word, Excel); experience with Google Workspace, QuickBooks, and CRM/job management software such as Hubspot and Airtable preferred
- Experience with AI tools such as ChatGPT, particularly in an administrative setting
- Strong organizational, time-management, and multitasking skills
- Excellent verbal and written communication skills
- Ability to handle confidential information with professionalism
- Dependable, self-motivated, and able to work independently.
Benefits
- Opportunity for fast growth within the organization
- Full Training provided - Learn new skills in a niche industry
- Friendly and supportive company culture
- Work outside in a changing environment
Job title
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