Office Assistant

Office Assistant & Project Manager

Countryside Customs Inc. | New Braintree, MA

Countryside Customs is seeking a highly organized, detail-oriented, and self-motivated office assistant with a Business Operations & Project Manager’s mindset to help manage the business and administrative side of our custom automotive restoration shop.

This is a key position within our company and much more than a traditional office role.

Our custom builds and restorations can involve thousands of labor hours, hundreds of individual parts, multiple vendors and outside services, and projects spanning many months or years. We need someone who can keep those moving pieces organized while helping manage the day-to-day operations of the business.

The right person will become a central point of coordination between ownership, employees, customers, vendors, and outside partners.

Project Management

• Track active vehicle projects from intake through completion
• Maintain project schedules, milestones, target hours, and completion timelines
• Track thousands of labor hours across multiple departments and phases of each build
• Track hundreds of individual parts and materials associated with each project
• Maintain records of parts ordered, received, installed, returned, credited, backordered, or still needed
• Coordinate outside services such as upholstery, machining, powder coating, chrome, specialty fabrication, and other vendors
• Identify projects or tasks that are falling behind schedule and proactively follow up
• Maintain accurate work-in-progress information for ownership
• Coordinate upcoming projects with available shop capacity

Customer Management & Invoicing

• Serve as a professional point of contact for customers throughout their builds
• Provide regular, detailed project updates
• Organize photo documentation of work completed and project progress
• Prepare detailed invoice breakdowns showing labor, parts, materials, outside services, and other project costs
• Help customers understand completed work and associated charges
• Maintain customer files and documentation
• Prepare, organize, distribute, and maintain customer contracts, agreements, approvals, and project documentation
• Track outstanding customer decisions, approvals, deposits, and payments
• Maintain professional communication regarding costs, timelines, changes, and project concerns

Accounting & Business Administration

• Manage day-to-day QuickBooks activity and maintain accurate records
• Process payroll and employee time records
• Manage accounts payable and accounts receivable
• Track bills, payments, deposits, and outstanding balances
• Reconcile project expenses with customer invoices
• Maintain business accounts, licenses, registrations, certifications, insurance documents, and required renewals
• Manage recurring subscriptions and business services
• Maintain organized digital and physical records
• Use Excel to maintain project trackers, financial reports, parts lists, schedules, and other operational tools
• Monitor administrative deadlines and renewals to ensure nothing falls through the cracks

Employee & Shop Accountability

• Review employee time entries and ensure hours are accurately recorded against the correct projects and tasks
• Compare actual hours against target hours and project timelines
• Follow up when time entries, documentation, or project updates are missing
• Help hold employees accountable for assigned tasks and deadlines
• Reinforce expectations regarding shop organization and cleanliness
• Communicate professionally and directly when expectations are not being met
• Help ownership identify workflow problems, bottlenecks, and areas where projects are losing time

Vendors, Parts & Materials

• Communicate with parts suppliers, manufacturers, subcontractors, and specialty vendors
• Request pricing and coordinate orders
• Track orders, backorders, shipping, and expected delivery dates
• Verify parts received against purchase orders and invoices
• Track returns, credits, damaged parts, and warranty issues
• Maintain accurate records of parts and materials assigned to each project
• Follow up when parts or outside services are delaying a project

Marketing, Website & Events

• Serve as the primary point of contact with our third-party website provider
• Regularly review the Countryside Customs website to ensure information, projects, photos, services, and company details remain accurate and relevant
• Identify website updates that are needed and coordinate those changes with the website provider
• Provide the website provider with updated project information, photos, content, and other materials
• Follow up to ensure requested website changes are completed accurately and on time
• Help identify projects, builds, events, and company developments that should be highlighted
• Coordinate advertising and marketing activities with outside partners
• Manage company email and incoming customer inquiries
• Coordinate company participation in car shows, industry events, vehicle unveilings, and customer events
• Manage show registrations, application deadlines, vehicle information, travel details, promotional materials, and other event requirements
• Coordinate with photographers, videographers, media outlets, show organizers, and other outside partners
• Help ensure completed builds and major project milestones are properly photographed, documented, and promoted
• Maintain consistency in the Countryside Customs brand and customer experience

What We’re Looking For

We’re looking for someone who is exceptionally organized, proactive, and comfortable taking ownership.

Strong candidates should have:

• QuickBooks experience
• Strong Microsoft Excel skills
• Payroll and basic bookkeeping experience
• Excellent organizational and recordkeeping abilities
• Strong written and verbal communication skills
• Strong project-management abilities
• Comfort working with technology and multiple business systems
• Ability to manage outside vendors and hold them accountable for deliverables
• Ability to communicate professionally with customers, employees, and vendors
• Ability to manage multiple complex projects simultaneously
• Ability to have respectful but direct accountability conversations
• Excellent attention to detail
• Ability to work independently and recognize what needs attention without constantly being directed
• Automotive, restoration, collision, manufacturing, construction, project management, or similar experience is a plus

Who Will Succeed in This Position

You do not need to know how to build a custom car, but you need to know how to manage complexity and keep people and projects moving.

A single Countryside Customs project can represent thousands of labor hours, hundreds of parts, numerous vendors and outside services, significant customer investment, and years of work. Multiple builds may be moving through different areas of the shop simultaneously.

We need someone who can look across the business and consistently answer:

Where are we? What’s next? What’s missing? What’s late? What did it cost? What does the customer need to know? And who needs to follow up?

Most importantly, we’re looking for someone who takes ownership. If something needs to be renewed, ordered, updated, followed up on, documented, communicated, or completed, we want someone who sees it through rather than waiting to be reminded.

If you take pride in creating order, keeping projects moving, communicating professionally, and making sure details don’t get lost, we’d like to hear from you.

Pay: $20.00 - $30.00 per hour

Benefits:

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

Work Location: In person