Office Manager - Commercial Painting

Responsibilities

• Manage job files and maintain accurate documentation in project management software.
• Update project lists for Project Managers and enter project data into Procore.
• Track project details (plans, worked hours, change information, etc.) using project management tools and software.
• Generate weekly reports (collections, CSI, JOR), complete WIP reports, and prepare monthly project billing.
• Aid in customer pre-qualification paperwork and obtain Certificates of Insurance.
• Cook with suppliers and vendors to procure materials, labor, lodging, and transportation for painting crews.
• Process payroll and per diems with accurate, timely documentation to the corporate office.
• Enter and reconcile financial data in Clearstory.
• Verify Master Subcontractor Agreements and prepare subcontractor payment applications.
• Conduct weekly collections follow-up to ensure timely payments.
• Handle check deposits as needed.
• Process purchase orders and coordinate with vendors for materials, labor, lodging, and transportation.
• Distribute Thank You cards and complete Job Awarded information sheets.
• Greet visitors, answer incoming calls, and maintain a professional office environment.
• Manage office inventory, order supplies, and handle all incoming/outgoing mail.
• Maintain approved driver and vehicle lists, order gas cards, and update the GPS system.
• Manage travel bookings for staff.
• Support onboarding and offboarding processes in alignment with company policies.
• Attend weekly staff meetings and document meeting minutes.

Qualifications

• 5+ years of demonstrated success managing multiple focuses simultaneously: office support, project oversight, and property coordination.
• Proven experience in a fast-paced construction environment.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), virtual collaboration tools (Microsoft Teams), and/or other productivity software.
• Exceptional organizational and time management skills with the ability to prioritize multiple tasks and manage competing deadlines.
• High degree of professionalism, emotional intelligence, and discretion; maintains composure under pressure, demonstrating adaptability and flexibility.
• Excellent communication skills (both written & verbal) and attention to detail, ensuring clarity and accuracy in every task.
• Self-motivated, resourceful problem-solver with the ability to anticipate needs and take initiative to address challenges effectively and proactively.

Benefits

• Medical Insurance w/ PPO and HSA Plan Options (Company Pays 95% of HSA Plan for Employee-Only)
• Dental & Vision Insurance
• Health Savings Account with Company Match up to $2,000
• FSA / Dependent Care Savings Accounts
• 401(k) Plan with Company Match
• Life Insurance & Long-Term Disability (Company Paid)
• Short-Term Disability, Accident, and Voluntary Life Insurance
• Paid Time Off & Paid Holidays