Business Office Manager

Job Description: Business Office Manager
Equipped Painting
Location: Renton, Wa

Equipped Painting is seeking a highly organized, proactive, and detail-oriented Office Manager with executive assistant responsibilities to support our residential contracting team. This role is crucial for streamlining operations and ensuring the seamless coordination between sales, project managers, subcontractors, and clients. The Office Manager will have the opportunity to play an integral part in the day-to-day functioning of the company, interacting with various departments and contributing to the success and efficiency of our projects.

Key Responsibilities:

• Inbound Call Management & Client Communication:
• Serve as the first point of contact for all inbound calls, providing professional, courteous, and timely customer service.
• Manage client inquiries, relay important information to project managers, and ensure client satisfaction through effective communication.
• Coordinate with clients regarding project timelines, changes, and expectations to ensure positive relationships.
• Production Scheduling & Coordination:
• Oversee project scheduling to ensure timely execution, coordinating with sales, project managers, and subcontractors to align project timelines.
• Act as a liaison between clients and project managers to confirm schedules, provide updates, and resolve any issues that may arise during the course of a project.
• Executive Assistance & Leadership Support:
• Provide executive assistant support to leadership by managing calendars, organizing meetings, and preparing materials for internal and external presentations.
• Assist in preparing reports, proposals, and presentations for key business opportunities and client interactions.
• Act as a point of contact between the leadership team and internal departments, ensuring smooth communication across all levels.
• Job Costing & Financial Tracking:
• Assist with the preparation and management of job costing, tracking project expenses, and ensuring adherence to project budgets.
• Work with the finance team to process invoices and track payments, ensuring that all financial documents are accurate and up-to-date.
• Subcontractor Onboarding & Coordination:
• Manage the onboarding process for new subcontractors, ensuring that all necessary documentation and certifications are complete.
• Maintain ongoing communication with subcontractors to ensure they are aware of project timelines, job scopes, and expectations.
• Work with project managers to ensure the smooth handoff of information and resources between subcontractors and the team.
• Recruitment Assistance & Administrative Tasks:
• Support the recruitment process by posting job ads, screening applicants, and scheduling interviews.
• Assist with onboarding new employees and subcontractors, ensuring that they are familiar with company policies and processes.
• CRM & Email Management:
• Manage and update the Customer Relationship Management (CRM) system, ensuring that all client and project information is accurate and easily accessible.
• Oversee the management of emails, responding to inquiries, and forwarding relevant information to the appropriate team members.
• Marketing & Social Media Support:
• Assist in marketing campaigns, including door-to-door marketing, events, and social media efforts to promote Equipped Painting’s services and enhance brand visibility.
• Support the creation and execution of promotional materials and digital content to engage potential clients.
• General Office & Administrative Duties:
• Handle day-to-day office operations, ensuring all administrative tasks are completed efficiently and accurately.
• Provide support with document management, office supplies, and other operational needs to keep the office running smoothly.

Qualifications:

• At least 3-5 years of experience in office management, executive assistance, or project coordination, preferably within the construction or contracting industry.
• Strong technical skills, including proficiency in Google Drive, spreadsheets, CRM software, and project management tools.
• Exceptional customer service skills, with the ability to communicate professionally and effectively with clients, subcontractors, and internal teams.
• Proven ability to adapt to changes in tasks, priorities, and the dynamic nature of a contracting business.
• Ability to multitask and prioritize effectively in a fast-paced environment while maintaining a high level of accuracy and attention to detail.
• Strong organizational skills, with the ability to manage various responsibilities simultaneously.
• Reliable and committed to delivering high-quality work on time.
• Excellent verbal and written communication skills.

Preferred Qualifications:

• Experience in the construction, trades, or service industry is highly desirable.
• Familiarity with job costing, scheduling, and financial tracking in a contracting environment.
• Experience in social media and marketing campaigns.
• Knowledge of subcontractor management and recruitment processes.

Why Join Equipped Painting?

• Growth Opportunities: Be part of a growing company with opportunities for career development and professional advancement.
• Impactful Role: Your contributions will directly affect the success and efficiency of our projects and overall business operations.
• Supportive Team: Join a collaborative and supportive team that values your input and fosters a positive work environment.

EQUIPPED VALUES

• E - Empathy: We lead with empathy, showing care and understanding in every interaction.
• Q - Questions: We encourage curiosity and continuous learning to drive innovation.
• U - Unwavering: Our commitment to our values and mission remains steadfast.
• I - Intentional: We act purposefully to create positive impacts in the lives of others.
• P - Preparation: We prepare thoroughly for every challenge and opportunity.
• P - Purpose: We are guided by a higher purpose, dedicated to serving others.
• E - Empower: We uplift and encourage others to reach their full potential.
• D - Deliver: We are accountable for delivering excellence in everything we do.

To Apply:
Interested candidates are encouraged to apply by submitting their resume and a cover letter outlining their relevant experience and why they are the perfect fit for this role. We look forward to learning how you can contribute to the success of Equipped Painting!

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Schedule:

• Monday to Friday

Work Location: In person

Salary : $55,000 - $65,000