Office Manager - Malone Painting, LLC

At Malone Painting we believe in having fun while we work hard to deliver the best customer experience. We are currently looking to hire an Office Manager to join our growing team. Malone Painting is a locally owned and fast-growing company, serving the greater St. Louis area.  Our projects range from residential repaints and remodels to small and medium-sized commercial jobs.

This position is Full-time (40 hours per week)

Responsibilities

• Provide administrative support to the President and Production Manager, including but not limited to handling emails, scheduling appointments, and managing calendars.
• Assist in the creation and maintenance of documents, spreadsheets, and presentations.
• Act as the primary point of contact for internal and external inquiries, providing timely and professional responses.
• Handle all incoming phone calls and text messages to the President. 
• Assist with project coordination and logistics, including communicating with clients, subcontractors, and suppliers.
• Assist with project scheduling and schedule changes.
• Communicate with customers to coordinate paint colors.  Order paint and supplies/materials for projects
• Be available to meet daily or weekly in person with the President and Production Manager.
• Manage and maintain accurate records, including client information, project details, and financial documents
• Help with invoicing, billing, and accounts receivable/payable tasks as needed.
• Assist in the organization of company events, meetings, and conferences.
• Conduct research and gather information as required for various projects and tasks.
• Monitor and order office supplies, equipment, and other necessary materials.
• Collaborate with team members to ensure effective communication and coordination of tasks.
• Coordinate with virtual assistants on projects as necessary
• Maintain and update company CRM
• Perform other administrative duties and special projects as assigned

Requirements

• Must live in the St. Louis area and be able to travel to project locations and meetings in the region when necessary. 
• Proven experience as an administrative assistant or in a similar role.
• Excellent organizational and time management skills, with the ability to prioritize tasks efficiently.
• Strong attention to detail and accuracy in work.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Excellent communication skills, both written and verbal.
• Ability to work independently and remotely, while also being a supportive team player.
• Flexibility to be able to meet with customers on job sites or with the leadership team at face-to-face remote locations. 
• Adaptability and willingness to learn new tasks and skills.
• Knowledge of basic accounting principles is a plus.
• Previous experience in the construction or home improvement industry is preferred but not required.
• High school diploma or equivalent; additional qualifications in administration or a related field are a plus.
• Bi-lingual (English/Spanish) a plus
• Strong computer and software skills
• Strong interpersonal skills to communicate and report daily with employees & customers
• Be a self-starter and not afraid to confront challenges that lie ahead
• Advanced problem-solving skills

Employment Benefits

• Highly Competitive Wages (Weekly Pay) and business performance incentive
• Hourly Pay:  $20-25 per hour depending on experience 
• Paid Time Off
• Health Insurance
• Voluntary Dental + Vision Insurance
• Basic Life + Voluntary Life Insurance
• Retirement Package - 401k
• Referral Program