Office Administrator

CertaPro Painters®

CertaPro Painters® is a leader in the residential and commercial painting industry throughout North America. We specialize in beautifying homes and buildings, including interiors, exteriors, offices, and condominiums. Our 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, our clients.

Position Overview

The Office Manager provides administrative, sales, marketing, and operational support to ensure smooth daily business operations. This role is critical in managing schedules, financial processes, customer communications, and production coordination.

Administrative & Customer Support

• Answer incoming phone calls and emails
• Enter and manage new leads
• Schedule estimate appointments
• Calendar management and scheduling sold jobs
• Monitor and manage leads from Thumbtack, Yelp, Angi, and other platforms
• Respond to online reviews through Liftify
• Conduct consistent customer follow-ups

• Process sold jobs: deposits, paperwork, work orders
• Ensure job statuses are accurate (scheduled, in progress, paid)
• Write up and manage go-backs
• Close out jobs in CertaOne and file documentation in Teams

• Deposit and post customer payments
• Manage accounts receivable and send invoices as needed
• Reconcile Paint invoices
• Prepare payroll and weekly painter payouts
• Enter Annual Financial Plan (AFP) into QuickBooks
• Issue purchase orders (POs)

• Order cabinet paint.
• Order supplies for shop, office, and marketing
• Maintain inventory and update point-of-sale materials

• Create sales packages and send/schedule estimates for Sales Associates
• Send estimate follow-up letters at the direction of Sales Associates
• Maintain and update customer mailing lists

• Prepare daily and weekly reports for management
• Participate in regional or national training conferences and meetings
• Manage paperwork for new hires and terminated employees

• High school diploma or GED required
• College degree a plus
• Three (3) years of Office Assistant or Office Manager experience (preferred)
• Proficiency in Microsoft Office
• QuickBooks experience preferred
• Strong organizational and time-management skills
• Detail-oriented with the ability to multitask
• Excellent verbal and written communication skills
• Experience with social media and digital marketing