Office Manager

Are you looking for an opportunity to utilize your creative and problem-solving skills?

Are you tired of being micromanaged or not being recognized for your impact?

Are you frustrated with the same old routine and looking for more variety and autonomy?

Join us and help us build something amazing!

Immediate full-time opening. Matthew Freeze Painting (HTE, Inc), an established, progressive and growing residential and commercial painting contractor in Belle Haven, VA and the surrounding areas is now accepting applications for a thorough, assertive, and logical individual to join our team.

The Customer-Focused Office Manager is a critical part of our company so it’s important that the person we choose will be a “fit” with our commitments and shared values. If you or someone you know that is excellent at working independently and would like to be rewarded for your organization, efficiency, tenacity and follow through, please read on or share this.

ABOUT THE JOB - KEY RESPONSIBILITIES:

Customer Support:

• Answer incoming calls and schedule appointments for our sales team.

• Ensure customers receive excellent follow-up and progress update communication via company channels, phone, email, CRM, etc.

• Provide post job follow up and ensure customer satisfaction.

Project Support:

• Create and communicate to customers and employees the daily production schedule with input from staff.

• Ensure all field documents are complete and ready in advance of the project start including executed contract, deposit, color schedule, and work order,

• Order materials and equipment in advance of job start.

• Communicate with the customer and the field for job progress information and facilitate needs and changes as they arise.

• Follow up post production to ensure customer satisfaction.

Office and Administrative Support

• General electronic file management

• Manage office supply inventory

• Special Projects-Participate in problem solving, research, and implementation.

• Organize company meetings.

• Plan company offsite events as needed.

Bookkeeping

• Invoice projects

• Collect and deposit payments

• Light Bookkeeping

• Manage Receipt Bank

HR Support:

• Oversee and run our hiring process by posting ads, reviewing applicants, and scheduling candidate interviews with the branch manager, etc.

• Onboard new painters by meeting with them, explaining our paperwork, processes, etc.

• Onboard new subcontractors by meeting with them and ensuring all of their paperwork is current.

• Review timesheets, modify and run payroll, etc.

• Manage PTO accrual and time off requests.

Sales Support

• Provide support during the life of the lead including appointment setting, light pre-qualifying, appointment confirmation, and post estimate follow up.

• Organize bid notes and pictures for future reference.

Marketing Support

• Ensure all marketing activities on the marketing calendar are completed in a timely manner.

• Participate in the analysis of marketing success compared to the lead flow needs.

• Maintain a database in Mailchimp.

• Occasionally represent Matthew Freeze Painting at community events.

ABOUT YOU - TRAITS AND SKILLS NECESSARY FOR SUCCESS:

• You have a preference for maintaining and establishing an organized workplace.

• You enjoy compiling, confirming, and organizing information.

• You have the ability to finish tasks despite challenges or resistance.

• You are able to see challenges and create solutions.

• You demonstrate self-control and an ability to manage time and priorities.

• You are answerable and accountable for your actions.

• You recover quickly from adversity.

• You are comfortable working independently and autonomously.

• You treat others fairly, regardless of personal bias or beliefs.

REQUIREMENTS:

• Administrative/Office Manager experience; supporting a high-level manager or business owner.

• Previous experience overseeing projects - timelines, resources needed, scheduling, etc.

• We are a tech driven company…Cloud-based software, familiarity with and willingness to learn new technologies and applications.

• Proven history at producing measurable results.

• Bilingual a plus

• Ability to pass background check and drug test.

• DISC Assessment we will provide to you to ensure you will enjoy working with our team.

SCHEDULE:

• 40 hours per week

• 8:00-4:30 with a 1/2 hour lunch break

• In our office

COMPENSATION:

• $40,000 per year with an additional $10,000 in achievable annual incentives

BENEFITS:

• Accrue 5 Days PTO, Sick, and Personal Time.

• 6 Holiday’s Paid

• Simple IRA match up to 3%

Since 2007, Matthew Freeze Painting (HTE Inc) has delivered interior and exterior painting for general contractors, homeowners, and commercial clients with high standards of quality and service. Our continued growth stems from our engaged and experienced team and a culture of quality, self improvement, and respect. We care about each other and our clients and enjoy an excellent reputation as a result.