Administrative Assistant

Job Description

Job Description

About Us

Penington Painting Company is a national specialty contractor recognized for exceptionally high standards in Safety, Quality, and Environmental Awareness. We are a fast-growing commercial, industrial, and specialty coatings company with a strong team culture and a commitment to excellence.

We are building something special and we are very intentional about who joins our team. We are looking for someone who isn’t just seeking a job, but a long-term home where they can grow, advance quickly, and truly blossom within an organization that values its people.

If you are dependable, growth-driven, and thrive in a fast-paced environment where teamwork matters, we want to meet you.

Position Overview

The Administrative Assistant plays a critical role in supporting our daily operations, project teams, and financial processes. This individual must be highly organized, proactive, tech-savvy, and capable of managing multiple priorities with accuracy and urgency.

This position is ideal for someone who:

• Takes ownership and follows through without being asked twice
• Shows up consistently and can be counted on
• Wants to grow quickly within a company that promotes from within
• Thrives in a team-first, high-performance culture
• Is looking for a long-term opportunity, not a stepping stone

There is significant opportunity for advancement for the right person who demonstrates initiative, leadership potential, and commitment.

Key Responsibilities

• Accounts Payable
• Accurately process vendor invoices and reconcile statements
• Track and manage job cost entries; support month-end reporting
• Assist with check runs and petty cash reimbursements
• Office Management & Administrative Support
• Oversee daily office operations including supplies, filing systems, and reception duties
• Coordinate scheduling, calendars, and meeting logistics for management
• Maintain compliance with internal documentation standards
• Organize electronic and paper filing systems for active projects

Technology & Systems

• Utilize Foundation Software for financial entries, job costing, and reporting
• Leverage Microsoft 365 (Outlook, Word, Excel, Teams, SharePoint) for collaboration
• Use Microsoft Copilot and AI tools to streamline workflows and reporting

Team Coordination & Client Support

• Serve as a primary point of contact for project managers, vendors, subcontractors, and clients
• Communicate professionally in person, by phone, and in writing
• Support HR functions including onboarding documentation and training coordination
• Assist with subcontractor agreements, insurance compliance, and tracking

What We’re Looking For

We are selective. Our team members represent our culture, standards, and reputation.

The ideal candidate will demonstrate:

• Dependability and reliability 
• Strong work ethic and personal accountability
• A positive, team-oriented mindset
• Desire for professional growth
• High attention to detail and organizational excellence
• Ability to prioritize and manage multiple responsibilities
• Professional communication skills with a friendly, confident phone presence
• Adaptability in a dynamic, evolving environment

Required Qualifications

• 3+ years of administrative experience in construction, trade services, or a professional office environment
• Strong working knowledge of Microsoft 365
• Familiarity with AI productivity tools such as Microsoft Copilot
• Strong time management and deadline-driven performance
• Excellent interpersonal and communication skills
• Bilingual (Spanish/English) is highly valued

Compensation & Benefits