Benefits:

Paid Sick Leave

Simple IRA w/matching

Competitive salary

Paid time off

Position Title: Administrative Coordinator

Overview: The Administrative Coordinator will work directly with the owner/operator and is responsible for overseeing the daily administrative operations of the business to ensure productive, well-organized workflow; enabling the team to deliver an exceptional customer experience. This role is pivotal for managing schedules, client communication, and supporting the production team, ensuring projects run efficiently and professionally.

Key Responsibilities:

Customer Service.

• Serve as the primary point of contact for internal and external inquiries, providing excellent customer service.
• Answer, screen, and direct phone calls, sms, and emails, from client, vendors, and staff.
• Represent the company in a professional manner. As the first point of contact this person is responsible to provide an exceptional first impression and pave the way for the estimator and production team.
• Take ownership for customer problem resolution. Administration & Communication
• Manage digital filing systems, records, and databases while ensuring confidentiality.
• Prepare and distribute internal communications such as memos, announcements, and updates.
• Prepare and distribute invoices, and other project-related documents.
• Schedule and coordinate meetings, appointments, and travel arrangements.
• Ensure the company complies with company policies, procedures, and standards. Financial & Accounting
• Process invoices, receipts, and reimbursements in collaboration with our accounting and tax service providers.
• Maintain lead tracking spreadsheets
• Complete job cost spreadsheets Scheduling and Coordination
• Schedule painting projects and coordinate with clients to confirm availability and requirements.
• Coordinate with Owner/Operations Manager to assign jobs to crews and ensure schedules align with project deadlines.
• Monitor project timelines and communicate updates or changes to clients and team members.
• Maintain productions tracking spreadsheets Human Resources Support
• Assist with onboarding and termination of employees.
• Maintain employee records.
• Manage time-off requests and attendance tracking.
• Coordinate and plan employee events and trainings as well as community involvement and events. Marketing
• Capture and create content for Social Media platforms including Facebook, Instagram, TikTok, and YouTube.
• Seek out, plan, and coordinate community events/trade shows.
• Collaborate with our SEO/Website provider to generate and maintain content for our website.

Qualifications:

Education:

• Bachelor’s degree in business administration, management, or a related field preferred.
• High school diploma or equivalent; additional training or certification in office management or administration is a plus.
• 2+ years of experience in an administrative or office support role, ideally in construction, painting, or a related industry. Experience:
• 3+ years of experience in office management, administration, or a similar role.
• Proven ability to manage budgets and supervise a team. Skills:
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency with software programs (e.g., Microsoft Office Suite, Google Workspace) and scheduling tools.
• Capable of utilizing Ai to increase efficiency of administrative tasks
• Proficient with basic accounting and invoicing
• Familiar with HR practices. Strengths:
• Self-Starter & Relentless Finisher
• Problem-solving skills and adaptability when handling unexpected challenges.
• Attention to detail, with the ability to prioritize and manage multiple tasks on a daily basis.
• Flexibility and adaptability in a dynamic work environment. Work Environment:
• This position is about 70% remote office work, 20% at the shop/office for in-person meetings, and 10% in the field to meet with a customer or capture photos/video for marketing media content.

Flexible work from home options available.