Office Administrator / Operations Assistant
CertaPro Painters® – Orland Park, Homewood & Kankakee County
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.
Key Responsibilities
Sales & Customer Support
- 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
Marketing Support
- 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
Production & Scheduling Support
- 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
Financial & Administrative
- 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
Human Resources
- Manage documentation and onboarding paperwork for new hires
- Maintain personnel files and manage termination documentation
Professional Development
- Participate in regional and national training conferences and company meetings as required
Qualifications
- High school diploma or GED required
- College degree preferred
- Experience with social media and digital marketing preferred
- Proficiency with Microsoft Office (Word, Excel, Outlook)
- QuickBooks experience preferred
- 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
Each CertaPro Painters® business is independently owned and operated.
Opportunity is Knocking
Qualities like working hard, getting the job done right, and fostering respect while working as part of a team are core to the CertaPro Painters® brand culture. This makes each independently owned and operated CertaPro Painters® franchise unique and fulfilling places to work. It is important to not only deliver memorable experiences for customers, but for team members of each independently owned and operated CertaPro Painters® franchise, as well.
