Office Administrator

About Prime Painting Inc.

Prime Painting Inc. is a rapidly growing, high-performance painting company serving the Gallatin Valley and beyond. We're known for combining quality craftsmanship with professional reliability—delivering projects that make our clients and our team proud.

We're expanding fast, and we're building an office team that matches our field crews' energy and dedication. Our culture is driven by excellence, accountability, and innovation. We work hard, solve problems, and continually raise the bar in everything we do.

If you're a motivated, detail-oriented professional who thrives in a fast-paced environment and enjoys helping a company grow from the ground up, we want to hear from you.

Position Overview

The Office Administrator is a key player in keeping Prime Painting running smoothly and efficiently. You'll support day-to-day operations across administration, finance, scheduling, and client communication. As we expand, this role will evolve into one of leadership and innovation—helping us refine systems, improve productivity, and build a top-tier office team.

This position requires someone with strong organizational skills, excellent communication, financial accuracy, and creative problem-solving ability. We're looking for someone who takes ownership, thrives on challenges, and can get creative to make things happen.

Ideal Candidate Profile

• Experienced and confident: 2–3 years in administrative, construction office, or operations management roles
• Organized and detail-oriented: Able to juggle multiple priorities with precision
• Analytical and creative: Uses critical thinking to find better, faster ways to do things
• Strong communicator: Clear, professional, and proactive in interactions
• Tech-savvy: Comfortable with QuickBooks, CRM tools, and project management software
• Team-minded: Works well with ownership and field teams to achieve company goals
• Driven and accountable: Matches our go-getter mindset and takes pride in delivering excellence

Key Responsibilities

Administrative Support

• Handle phone calls, emails, scheduling, and general office communication
• Maintain organized records, documents, and inventory systems
• Support owners by streamlining processes and improving office efficiency

Customer Service

• Communicate professionally with clients regarding scheduling, updates, and feedback
• Send estimates, contracts, and invoices
• Follow up with clients to ensure satisfaction and timely payments

Financial & Bookkeeping

• Manage invoicing, payments, and payroll accuracy
• Track expenses, assist with budgeting, and support financial reporting
• Maintain accurate records for audits and projections
• Keep insurance, licensing, and safety documentation current

Project Coordination

• Communicate with painters and subcontractors to track progress and schedules
• Ensure all contracts, permits, and materials are properly organized

Vendor & Contractor Relations

• Draft and review subcontractor and vendor contracts
• Build and maintain strong relationships with trade partners

Marketing & Sales Support

• Manage website, social media, and CRM updates
• Assist with marketing campaigns and client outreach

Office Management & Growth

• Help build and lead a growing office team
• Delegate and oversee administrative tasks
• Support hiring, onboarding, and performance management
• Collaborate directly with ownership to support company growth

Compensation & Benefits

• Competitive Pay
• Opportunities for Advancement: This role can grow into Office Manager or Operations Coordinator positions
• Work From Home
• Paid Time Off & Holidays
• Professional Growth: Direct mentorship from company owners and leadership involvement in strategic planning

Job Types: Full-time, Part-time

Pay: $ $32.00 per hour

Expected hours: 30 – 40 per week

Work Location: Remote