Office Administrator

Job description

This position requires an experienced and thorough Office Administrator who will improve systems and processes through years of professional experience. The Administrator will be energetic, self motivated, forward thinking and directly support the CEO, as well as the Estimator and the Accountant. This position is a key presence and vital point for the organization, customers, and internal leadership team. This is a full-time position located in El Cajon, CA.

The Office Administrator will maintain project data, schedule workers in the field, manage processing and procedures, assist with support for bookkeeping duties and all office related duties from reception to analytical. Must be positive, flexible, reliable, great with time management, and be very organized.

**Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for the job. Duties, responsibilities and activities may change at any time with or without notice.

Responsibilities

• Directly report to and provide Executive support to the President/CEO
• Manage CRM system (WorkGlue), Go High Level, etc., from data entry, training, compliance, etc. to informational analyses
• Maintain/update SOPs, calendars, meetings and appointments
• Schedule field personnel
• Assist Accountant/HR Manager, as needed and directed by same, with miscellaneous bookkeeping and HR duties.
• Assist Estimator, as needed and directed by same, with miscellaneous sales/service support
• Submit prequalification with general contractors
• Manage/renew all business licenses and certificates, maintain insurance policies, request current and updated COIs as needed
• Data Entry of purchase orders, receipt of goods, etc. in WG
• Create PowerPoint presentations
• Work with management to prioritize business and information needs
• Office/Reception Duties: collect, sort, distribute mail, filing, answer and direct incoming phone calls, order office supplies as needed, etc.
• Other duties/responsibilities/special assignments depending as assigned

Skills & Qualifications

• Proven working experience (5-10 years preferred) as an Office Administrator
• Bookkeeping and Quickbooks experience desirable, payroll and accounting a Plus
• Excellent computer skills and highly efficient work practices
• Strong knowledge of and experience with Excel and Customer/Project Management Software such as WorkGlue and Go High Level CRM
• Proficiency with MS WORD and Excel, Google Docs and Google Sheets
• Detail Oriented
• Ability to establish and maintain effective working relationships with the Owner, Staff and Field Workers and Customers
• Good written and verbal communication skills, with the ability to solve problems
• Strong analytical skills with the ability to prioritize, collect, organize, analyze, and disseminate significant amounts of information with attention to detail and accuracy
• Adept at queries, report writing and presenting findings
• Ability to be flexible with frequent changes
• Must be responsible, trustworthy, kind, self-managed and self-motivated
• Brings calm, clarity, and positivity to tense situations
• Business degree or equivalent experience with business administration, accounting, bookkeeping, mathematics, or related fields is desirable
• Demonstrates respectful and professional work ethic that values professionalism, ideas, and growth
• Ability to work as part of a team and collaborate with others
• Construction industry experience is a Plus
• Spanish language skill is a Plus
• Strong and verifiable References are required

The Office Administrator will display a strong aptitude for numbers and the desire to make them balance. The Administrator will understand the importance of reconciliations, their role in accurate bookkeeping and display the aptitude and tenacity to work through them until completed accurately. This team member will prioritize company tasks effectively and efficiently by focusing on their specific role and the importance it plays in the overall management of the company, their assets, and personnel. The Office Administrator will approach all tasks mundane or technical with equal enthusiasm and effort. Will ensure tasks are completed by established deadlines and that sufficient documentation has been compiled to support them. This key personnel will ensure all tasks are performed with the company needs, exposures, and regulations in mind taking every effort to maintain compliance with all regulatory bodies.

• This is an in-office position, it is not remote.
• We offer a matching 401K offering.
• We do not offer medical benefits

Company Description

HiTech Painting, Inc. is a San Diego–based commercial, industrial, and high-end residential painting contractor known for precision, professionalism, and results that last. We specialize in complex coatings, advanced surface preparation, and large-scale projects where quality, safety, and execution matter. We run a tight operation, invest in our people, and expect pride in workmanship on every job.