Office Manager

CertaPro Painters of Homewood and Kankakee County, IL

30d

About The Position

CertaPro Painters® is a leader in the residential and commercial painting industry throughout North America. Our organization is built on a network of professional painting contractors dedicated to beautifying homes and businesses through high-quality interior and exterior painting services. Our continued success is built on delivering certainty to our customers — certainty of a job well done. We focus on the details of every project and, most importantly, on providing an exceptional experience for every client. Position Overview The Office Administrator provides critical support to the daily operations of the business. This role assists with marketing, sales coordination, production scheduling, financial administration, human resources, and customer communication to ensure smooth and efficient operations.

Requirements

High school diploma or GED required
Proficiency with Microsoft Office (Word, Excel, Outlook)
Strong verbal and written communication skills
Highly organized with strong attention to detail
Excellent time management and multitasking abilities
5 years of administrative or office assistant experience preferred

Nice To Haves

College degree preferred
Experience with social media and digital marketing preferred
QuickBooks experience preferred

Responsibilities

Prepare and send sales packages and proposals for Sales Associates
Schedule estimate appointments for Sales Associates
Send follow-up communications to customers after estimates, as directed by Sales Associates
Maintain consistent customer follow-up and communication
Maintain and update all customer mailing lists and CRM records
Assist with executing marketing initiatives outlined in the Company’s Annual Marketing Plan
Support digital marketing and social media efforts
Maintain inventory of marketing and point-of-sale materials
Assist with commercial telemarketing and outreach efforts
Schedule painting projects and coordinate job colors and job start dates
Communicate with customers while projects are ongoing to ensure satisfaction and address any questions or concerns
Assist with production coordination and job progress tracking
Order paint and job materials as directed by the Production Manager or Production Associate
Issue Purchase Orders (POs) for materials and services
Enter the Annual Financial Plan (AFP) into QuickBooks
Perform job costing and assist with tracking project profitability
Process vendor invoices and pay company bills
Write and process weekly payroll checks
Maintain organized financial and administrative files
Manage documentation and onboarding paperwork for new hires
Maintain personnel files and manage termination documentation
Participate in regional and national training conferences and company meetings as required