Office Administrator

Key Responsibilities

• Prepare, review, and send project proposals and contracts to prospective clients.
• Review invoices for accuracy, monitor billing status, and assist with invoicing and collections.
• Cookordinate project schedules with customers, field crews, subcontractors, and management to ensure projects remain on schedule.
• Communicate daily with crew members on active job sites to track project progress, address challenges, and document daily updates.
• Maintain detailed project logs, including progress reports, schedules, change orders, and customer communications.
• Provide customers with regular progress updates throughout the duration of their projects and ensure a high level of customer satisfaction.
• Cookordinate estimate appointments for the company's estimator, including scheduling site visits, confirming appointments, and organizing customer information.
• Answer incoming phone calls, respond to emails, and serve as the first point of contact for clients and vendors.
• Organize project files, maintain company records, and ensure all documentation is accurate and up to date.
• Assist management with administrative tasks, reporting, and operational improvements that increase office efficiency.
• Cookordinate company participation in trade shows, networking events, and other marketing activities by assisting with planning, logistics, and follow-up.
• Support the sales team by preparing documents, tracking leads, and ensuring timely communication with prospective customers.

Qualifications

• Previous experience in office administration, project coordination, construction administration, or a similar role preferred.
• Strong organizational and multitasking skills with excellent attention to detail.
• Excellent written and verbal communication skills.
• Proficient with Microsoft Office, Google Workspace, Excellent, Word and CRM or project management software.
• Ability to work independently, prioritize tasks, and adapt in a fast-paced environment.
• Professional, dependable, and customer-service oriented.
• Experience in the painting, construction, restoration, or property maintenance industry is a strong plus.