Office admin/co-or

We’re looking for a highly organised, proactive Office Administrator to join our growing painting business.

The role will initially start part-time while you learn our systems, CRM, team and day-to-day operations, with the intention of progressing into a full-time office co-ordinator once fully trained and integrated into the business.

We’re growing quickly, so this is an opportunity to come in early and become a key part of the company as we expand our crews and operations.

While some on-site training would be necessary, the position would be mostly remote to start, as the company expands we would look to at it being a hybrid role with an office.

Key Responsibilities

• Managing incoming calls, enquiries and customer communication
• Booking and coordinating quote inspections
• Learning & Managing our CRM
• keeping leads, quotes and jobs organised
• Coordinating job schedules across multiple painting crews
• Sending deposits, progress invoices and final invoices
• Monitoring outstanding accounts and following up payments
• Managing supplier invoices, receipts and bookkeeping documentation
• Liaising with our bookkeeper and keeping financial paperwork organised
• Preparing job folders and ensuring crews have the information they need before starting
• Sending pre-start information and updates to customers
• Coordinating routine material and supplier requirements
• Collecting daily job updates, photos and progress information from crews
• Following up completed projects and requesting customer reviews
• General office administration and helping improve internal systems and processes
• Keeping the director informed of anything requiring their attention or decision

About You

We’re looking for someone who is:

• Extremely organised and reliable

• Confident communicating with customers, tradespeople and suppliers

• Comfortable taking ownership rather than waiting to be told every small task

• Good at prioritising when several things are happening at once

• Able to understand, use and integrate AI into their workflow

• Confident with computers, email, spreadsheets and cloud-based software

• Detail-oriented with invoicing, scheduling and paperwork

• Friendly and professional on the phone

• Interested in growing with the business and taking on greater responsibility over time

Previous administration experience within trades, construction, property, building or a service-based business would be highly regarded.

The Opportunity

This isn’t intended to remain a small part-time admin position.

You’ll initially work closely with the director to learn how the company operates and gradually take ownership of the day-to-day administration.

As you’re trained and integrated into the business, the position will progress toward full-time, with the opportunity to become a central part of the company’s operations as we continue to grow.