Administrative Assistant

True Tone Painting

We're currently seeking a part-time Administrative Assistant

This position will be based out of our office in Dover, NJ

Working Conditions:

Office Based Part time hours 7am-12pm Mon-Fri (20-30 hours per week with flexibility - mornings preferred)

Position Summary:
The Administrative Assistant provides administrative support to ensure the efficient daily operation of the painting company.

This position works closely with the owner, supports project scheduling and daily to do lists, assists with general organization, following up daily and communicating regularly with the operations manager.

Key Responsibilities

• Answer incoming phone calls, emails, and customer inquiries in a professional and courteous manner.
• Coordinate calendar for company owner
• Maintain customer records, project files, and company databases.
• Order office supplies, paint materials, and other job-related items as directed.
• Assist with employee records and timesheet collection.
• Monitor project schedules and communicate updates to field staff.
• Support owner with administrative tasks and document management.
• Maintain established labor cost tracking report
• Track insurance certificates and compliance documentation.
• Maintain organized filing systems for electronic and paper records.
• Assist with marketing activities, including website creation support
• Perform general office duties, including copying, scanning, filing, and data entry.

Qualifications

• Must be bilingual (Spanish)
• High school diploma or equivalent required; associate degree or business administration coursework preferred.
• Minimum of 2 years of administrative or office experience; construction or painting industry experience preferred

• Proficiency in Microsoft Office (Word, Excel, Outlook) and office management software.
• Experience with accounting software such as QuickBooks is preferred.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Ability to work independently while managing multiple priorities.
• Professional, dependable, and able to stay on task

Skills:

• Scheduling and calendar management
• Data entry and recordkeeping
• Organization and time management
• Attention to detail
• Professional communication
• Computer proficiency

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.