Office Administrator

OFFICE ADMIN HITECH PAINTING INC

This position requires an experienced and thorough Office Administrator who will improve systems and processes. The Administrator will be energetic, self-motivated, forward thinking as well as directly support the CEO, estimator, and accountant. This position is a key presence and a vital point for the organization, customers, and the 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, and assist with all office related duties from reception to analytical. Must be positive, flexible, reliable, detail-oriented, great with time management, and 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
• Assist Accounting, 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
• Assist managing and maintaining all business licenses and insurance policies.
• Enter data of purchase orders and maintain vendor records in Work Glue/CRM.
• Work with management to prioritize business and information needs.
• Office/Reception Duties: collect, sort, distribute mail, file a variety of documents in their proper files, answer and direct incoming phone calls, etc.
• Other duties/responsibilities/special assignments as needed in the office

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 Work Glue and Go High Level CRM
• Proficiency with MS WORD and Excel, Google Docs and Google Sheets
• Ability to establish and maintain effective working relationships with the Owner, Staff, Field Personnel, 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
• Ability to be flexible with frequent changes
• Must be responsible, trustworthy, kind, self-managed and self-motivated
• Must type 40 WPM minimum.
• 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

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 and personnel. The Office Administrator will approach all tasks mundane or technical with equal enthusiasm and effort, ensure tasks are completed by established deadlines and that sufficient documentation has been compiled to support them. This key personnel role will ensure all tasks are performed with the company's 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.