Executive Operations Associate (Directly Reporting to Company President) MUST BE BILINGUAL IN ENGLISH & SPANISH

As an Executive Operations Associate for Malone Painting, you will play a vital role in providing administrative and operational support to the company President. You will be responsible for managing a wide range of tasks and ensuring the smooth functioning of daily operations. This position requires excellent organizational skills, strong attention to detail, great communication skills, and the ability to work independently. This position will also support the communication between the company and subcontractors who primarily speak Spanish.

KEY RESPONSIBILITIES

1. Administrative Support:
– Provide assistance to the President by organizing and managing his business email account. Additionally, the Associate will help in organizing to-do lists and ensuring that important emails and thoughts are captured for follow-up.
– This role involves managing various tasks related to customer interactions, project coordination, and post-project communication.
– Collaborate with other key staff members such as the Production Manager, Accountant, and others to gather and deliver necessary information essential to the smooth operation of the business.
– Managing and organizing electronic documents.

2. Bilingual Communication & Business Support
– Note: A growing portion of the company’s labor force speaks Spanish as their native language.
– Bilingual support will be utilized in helping effectively communicate across languages (English to Spanish and vice versa) to help further company operations.
– Join and participate in local Facebook groups and other online communities to help recruit and communicate with new sub contractor crews and laborers.
– Assist President and Production manager with written and possibly spoken language with sub contractor crews when necessary to ensure smooth operation of the business.
– Collaborate with other key staff members such as the Production Manager, Accountant, and others to gather and deliver necessary information essential to the smooth operation of the business.

3. Operations Coordination:
– Initiate the referral thank you process for referred customers (TBD).
– Draft and send marketing emails to prospective and previous clients.
– Manage project photos in Company Cam
– Monitor and follow up with customers who haven’t responded to bids.
– Facilitate the down payment process for accepted bids and send the “Our Process” email.
– Create project deadlines and assign tasks using Click to view.
– Monitor, create invoices, and collect final payments.
– Create and share project highlights on social media platforms.
– Maintain customer engagement through follow-up communication at specified intervals (2 weeks, 1 month, 6 months, 12 months).

4. Special Projects and Initiatives:
– Support the President and Production Manager in special projects, process improvements, and strategic initiatives.
– Conduct data analysis, create reports, and provide insights to aid in decision-making.
– Collaborate with cross-functional teams to implement new procedures and policies.

QUALIFICATIONS:

– Bachelor’s degree in business administration, operations management, or a related field (preferred).
– Fluent in English & Spanish languages.
– Proven experience as an Executive Associate or in a similar administrative role.
– Strong organizational and time-management skills, with the ability to prioritize tasks effectively.
– Proficiency in Google Suite, including Docs, Sheet, Forms, Slides, Gmail, and Drive and other relevant software such as Click to view, Companycam, Mailchimp, etc.
– Must have relevant experience in handling social media business page (Facebook and Instagram)
– Detail-oriented with a high level of accuracy and problem-solving skills.
– Ability to handle confidential and sensitive information with discretion.
– Flexibility to adapt to changing priorities and work under pressure.

Compensation: Full time 40hr/week $5-8/hour USD depending on qualifications (Fluent bilingual English/Spanish is important) and experience. (Initial trial wage for 60 days may be lower to ensure good mutual fit) Private healthcare reimbursement from the company after 12 months employment. The 13th month is paid for all PH based team members as well. Paid Bi-monthly.