Office Manager - Commercial Painting

Summary

At National Coatings, integrity, experience, and quality are at the heart of everything we do. These values guide us in delivering high‑performance coating solutions that are innovative, durable, and built to last. With decades of expertise, we take pride in protecting and enhancing surfaces across commercial, industrial, and specialty applications.

We believe in hiring the right people to make the right decisions-to do the job the right way. If you're looking to grow with a company and are ready for a challenge, National Coatings is the place for you.

We are a dynamic and rapidly growing multi‑state commercial subcontractor in search of an ambitious and detail‑oriented Office Manager to join our team. The ideal candidate will play a pivotal role in our day‑to‑day operations, providing crucial administrative support to ensure smooth project execution and overall office efficiency. This position demands exceptional organizational skills, a knack for thriving in fast‑paced environments, and a strong dedication to collaborative teamwork.

• Manage job files and maintain accurate documentation in project management software.
• Update project lists for Project Managers and enter project data into Procore.
• Track project details (plans, worked hours, change information, etc.) using project management tools and software.
• Generate weekly reports (collections, CSI, JOR), complete WIP reports, and prepare monthly project billing.
• Assist with customer pre‑qualification paperwork and obtain Certificates of Insurance.
• Coordinate with suppliers and vendors to procure materials, labor, lodging, and transportation for painting crews.

• Process payroll and per diems with accurate, timely documentation to the corporate office.
• Enter and reconcile financial data in Clearstory.
• Verify Master Subcontractor Agreements and prepare subcontractor payment applications.
• Conduct weekly collections follow‑up to ensure timely payments.
• Handle check deposits as needed.

• Process purchase orders and coordinate with vendors for materials, labor, lodging, and transportation.
• Distribute Thank You cards and complete Job Awarded information sheets.

• Greet visitors, answer incoming calls, and maintain a professional office environment.
• Manage office inventory, order supplies, and handle all incoming/outgoing mail.
• Maintain approved driver and vehicle lists, order gas cards, and update the GPS system.
• Manage travel bookings for staff.

• Support onboarding and offboarding processes in alignment with company policies.
• Attend weekly staff meetings and document meeting minutes.

• 5+ years of demonstrated success managing multiple focuses simultaneously: office support, project oversight, and property coordination
• Proven experience in a fast‑paced construction environment
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), virtual collaboration tools (Microsoft Teams), and/or other productivity software
• Exceptional organizational and time management skills with the ability to prioritize multiple tasks and manage competing deadlines
• High degree of professionalism, emotional intelligence, and discretion; maintains composure under pressure, demonstrating adaptability and flexibility
• Excellent communication skills (both written & verbal) and attention to detail, ensuring clarity and accuracy in every task
• Self‑motivated, resourceful problem‑solver with the ability to anticipate needs and take initiative to address challenges effectively and proactively

• Medical Insurance w/ PPO and HSA Plan Options (Company Pays 95% of HSA Plan for Employee‑Only)
• Dental & Vision Insurance
• Health Savings Account with Company Match up to $2,000
• FSA / Dependent Care Savings Accounts
• 401(k) Plan with Company Match
• Life Insurance & Long‑Term Disability (Company Paid)
• Short‑Term Disability, Accident, and Voluntary Life Insurance
• Paid Time Off & Paid Holidays

National Coatings is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive workplace where all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.