Office Manager

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.

Responsibilities and Duties:

Project & Administrative Support

• 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.

Financial & Payroll Processing

• 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.

Procurement & Vendor Coordination

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

Office Operations

• 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.

Onboarding & Internal Support

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