Office Operations Coordinator

Finishing Touch Plus is a commercial painting contractor in St Paul, MN. We are hiring an Office Operations Coordinator to run the administrative side of our business — the person who keeps the office organized, manages the paperwork that moves every project forward, and makes sure our project managers are never waiting on documents, approvals, or answers.

This is primarily an office role. About 80 percent of the job is desk-based administrative work: answering phones, managing documents and vendor accounts, preparing billing packets, running the weekly meeting, and keeping the office running smoothly. The remaining 20 percent supports our field operations — building the daily crew schedule, receiving material deliveries, and booking travel for out-of-town crews. You do not need a construction background;

we will teach you the trade-specific pieces. What we need most is someone with a proven track record running a busy office.

You will work directly with our project managers, our ownership team, Sherwin-Williams, general contractors, and designers. If you like owning a process end to end and being the person everyone comes to for an answer, this is a good fit.

• Answer all incoming calls and serve as the front of house for the office
• Maintain organized digital and paper filing systems for projects, vendors, and company records
• Keep office and kitchen supplies stocked and reorder before anything runs out
• Own the weekly meeting: prepare the agenda, set up the conference room, take notes, and follow up on action items
• Plan company dinners, client events, and employee outings

• Open new job accounts with Sherwin-Williams and route their invoices to the right project manager
• Assemble paint and wallcovering submittal packages
• Order paint drawdowns and wallcovering samples, and get them to the right GC or designer
• Track approvals so every submittal is signed off before a project starts
• Request custodial and warranty documentation from Sherwin-Williams at project completion, then assemble and distribute closeout packages

• Enter new properties and projects into Work Max and keep project records current
• Review completed unit turns in Work Max to confirm scope performed and materials used Prepare billing packets for approval before invoices go out

• Collect scheduling needs from project managers each afternoon and publish the following day’s crew schedule in Work Max
• Place wallcovering orders, receive deliveries, and verify pattern, quantity, and dye lot against the order
• Source and book crew housing, rental vehicles, and flights for out-of-town projects

• 3+ years of office administration experience as an office manager, office coordinator, administrative assistant, or executive assistant in a busy office
• Professional phone presence and experience serving as the front desk or first point of contact
• Strong skills in Microsoft Office or Google Workspace, especially email, Word, and Excel, and quick to learn new software
• Experience with billing, invoicing, or accounts payable/receivable paperwork
• Highly organized and comfortable juggling a dozen open threads while keeping every one of them moving
• Strong written communication; you will be the company’s voice to vendors, GCs, and designers
• Detail-oriented enough to catch a wrong wallcovering pattern before it reaches a job site
• Some exposure to scheduling or coordinating field crews, technicians, or deliveries; construction or trade experience is helpful but not required
• Valid driver’s license

• Office experience at a construction company, contractor, or trade business
• Experience…