Office Administrator

Office Administrator (OA)

CertaPro Painters of East Central Wisconsin
Location: Plymouth, WI

POSITION OVERVIEW

The Office Manager plays a critical role in delivering exceptional customer experience and supporting all operational functions of the business. This position is responsible for maintaining organization, driving efficiency, and ensuring consistent execution across marketing, sales, production, financial, and administrative areas.

This individual represents CertaPro Painters with professionalism and integrity to customers, employees, vendors, and partners—helping reinforce our Brand of Certainty.

Key Objectives

• Deliver an outstanding experience to every customer and create customers for life
• Support and collaborate with Sales and Production teams to ensure seamless operations
• Maintain accurate systems, reporting, and communication across departments
• Execute tasks with urgency, attention to detail, and professionalism
• Continuously identify opportunities to improve efficiency and processes

Core Values

• Deliver What You Promise
• Respect the Individual
• Have Pride in What You Do
• Practice Continuous Improvement
• Embrace Possibilities

ESSENTIAL RESPONSIBILITIES

Marketing

• Coordinate and process all database marketing and direct mail campaigns
• Maintain website compliance with CertaPro SOP standards
• Execute marketing initiatives in alignment with the annual marketing plan
• Ensure customer databases and mailing lists are accurate and up to date
• Assist with planning and coordination of trade shows and local events

Sales Support

• Enter and manage all leads in CertaOne
• Schedule estimate appointments from inbound calls and inquiries
• Assist Sales Associates with open-lead follow-up and scheduling
• Monitor Sales calendars to ensure adequate availability for estimates
• Prepare and maintain sales materials and presentation packages
• Keep customer reference lists current
• Maintain inventory of all marketing materials

Production Support

• Track and record daily job site hours
• Maintain and update the production schedule in CertaOne
• Create and manage job jackets as needed
• Update warranty tracking and production schedules
• Perform annual updates to scheduling templates

Financial Responsibilities

• Process job costing for all completed projects
• Generate and send customer invoices
• Prepare reports as requested by management
• Reconcile supplier invoices and track office-related expenses
• Manage office supply budget
• Prepare documentation for subcontractor payments

Administrative Operations

• Maintain accurate and up-to-date records in CertaOne daily
• Ensure job files are complete, reconciled, and properly filed
• Manage all incoming and outgoing mail
• Maintain a clean, organized, and professional office environment
• Order and manage office and operational supplies
• Maintain vendor relationships (insurance, telecom, subcontractors, etc.)
• Oversee general office and facility needs
• Answer phones and coordinate communication across the team
• Prepare weekly performance summaries for leadership meetings
• Create and maintain reports as needed
• Coordinate company events and team functions
• Send thank-you notes to customers upon job completion
• Identify and recommend process improvements to increase efficiency

SUCCESS PROFILE

The ideal candidate:

• Is highly organized and detail-oriented
• Communicates clearly and professionally
• Thrives in a fast-paced, team-oriented environment
• Takes ownership and follows through on commitments
• Is proactive in identifying problems and solutions
• Balances multiple priorities without sacrificing quality

ROLE IMPACT

This role is essential to ensuring:

• Smooth day-to-day operations
• Strong communication between departments
• A consistent and professional customer experience
• Accurate financial and operational tracking

Pay: $43,600.00 - $49,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• How many years of customer service experience do you have?
• What is your experience with Microsoft Office 365?

Education:

• High school or equivalent (Preferred)

Experience:

• Office : 3 years (Preferred)

Ability to Commute:

• Plymouth, WI 53073 (Required)

Work Location: In person

Salary : $43,600 - $49,000