Business Operations Associate

• 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
• Represent EverLine at industry networking events as needed

• Assist with invoicing, billing, and accounts receivable tracking
• Assist with accounts payable
• Work with bookkeeper by answering questions on how to code transactions and providing monthly bank, credit card, and loan statements
• Record payments and maintain accurate financial and job records
• 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.

• 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

• Hybrid (mix of work from home and meetings at project sites and at our shop) 
• Ability to sit for extended periods and work at a computer
• Occasional lifting (up to 25 lbs)

• Full-time or part-time; part-time key responsibilities will be adjusted from what’s listed in job description and will be based on company needs and candidate experience
• General office hours (Monday - Friday 8 a.m. - 5 p.m.) are expected, but flexibility is offered
• Competitive hourly wage or salary, based on experience
• Opportunities for advancement as the company grows
  
  

EverLine Coatings and Services is a premier line painting and maintenance company.  We provide high quality line painting and pavement maintenance services for parking lots, roadways, parking garages and warehouses. In addition to painting services, we offer asphalt and concrete repair, sealcoating, and crackfiling.

Our success is a direct result of our dedicated team and we are looking for those who are looking for an opportunity to grow in. Every employee at EverLine is committed to providing complete customer satisfaction in the delivery of our services. We work hard, have fun and have an amazing corporate culture. Our teams are DRIVEN. Dedicated, Resourceful, Integrity-Focused, Value-Based, Excelling, and Nourishing. Are you ready to make an impact?