Office Coordinator

Company Overview: We are a growing residential painting company that takes pride in delivering high-quality craftsmanship and excellent customer service. As a small business, we value teamwork, clear communication, and a strong work ethic. We’re looking for a reliable and organized Office Manager to help keep our operations running smoothly and support both our field crew and clients.

Company Culture & Values: We believe in building a positive, respectful, and collaborative work environment where everyone feels valued. Our team operates with integrity, takes pride in our work, and genuinely cares about our customers and each other. We encourage open communication, continuous learning, and a “roll up your sleeves” attitude. As a small team, every role is essential, and we support each other to ensure success—both professionally and personally. Our core values include:

• Maintain Trust: Treat customers with respect and deliver on our promises
• Ownership: Own your work and follow through
• Lead by Example: Collaborate and support one another; Do the right thing, even when no one is watching.
• Excellence/Educate: Take pride in doing high-quality work

Position Overview: The Office Manager will be responsible for overseeing the day-to-day administrative operations of the business. This role requires a proactive problem-solver with strong organizational skills, excellent communication abilities, and a knack for multitasking. You'll be the backbone of our office, ensuring projects stay on track, schedules are coordinated, and customers receive outstanding service.

Key Responsibilities:

• Answer phone calls, emails, and customer inquiries in a timely and professional manner
• Schedule estimates, painting jobs, and manage the company calendar using Google Calendar and Service M8.
• Coordinate with painters and subcontractors through Slack, or text communication
• Maintain customer records, job files, and internal documentation in Google Drive
• Track job progress and assist with project follow-up
• Handle invoicing, billing, and basic bookkeeping using QuickBooks Online and Service M8
• Order supplies and manage inventory for field crews
• Assist with marketing and customer outreach via Canva, Facebook Business Suite, and Google Business Profile
• Request and manage customer reviews on platforms like Google
• Implement and improve office procedures for greater efficiency

Required Software & Tools:

• QuickBooks Online (basic bookkeeping, invoicing, and payment tracking)
• Google Workspace (Docs, Sheets, Gmail, Calendar, Drive)
• Slack (or similar communication tool)
• Canva (for simple marketing graphics and social media posts)
• Mailchimp (for customer newsletters and email marketing)
• Experience with review management platforms (e.g., Google Reviews, Yelp, Angi)

Qualifications:

• Previous experience in office administration or project coordination (experience in trades or construction is a plus)
• Strong organizational and time management skills
• Comfortable with the software listed above or quick to learn new tools
• Excellent written and verbal communication
• Ability to work independently and problem-solve
• Customer service mindset

Employment Type: Full-Time

Location: Bemidji, In-office

Compensation: Based on experience

We believe in taking care of our team and creating a workplace that supports both professional and personal well-being. As our Office Manager, you’ll receive a competitive compensation package that includes:

• Paid Time Off (PTO) and ESST (Earned Sick and Safe Time) - 48 hours/year
• Flexible Schedule: Some remote work flexibility available depending on workflow and responsibilities
• Performance Bonuses: Based on individual and company performance goals
• Professional Development: Opportunities for job-related training and continuing education
• Cell Phone Reimbursement: Monthly stipend if a personal phone is used for business communication
• Casual Work Environment: Friendly, down-to-earth culture with a relaxed dress code

We're a small but growing business, and we’re committed to building a team that grows with us. Your role will be valued, and your input will help shape how we evolve.

Job Type: Full-time

Pay: From $18.00 per hour

Expected hours: 30 – 40 per week

Benefits:

• Dental insurance
• Flexible schedule
• Paid time off
• Professional development assistance
• Retirement plan

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No nights
• Weekends as needed

Ability to Commute:

• Bemidji, MN 56601 (Required)

Ability to Relocate:

• Bemidji, MN 56601: Relocate before starting work (Required)

Work Location: In person

Salary : $18