Administrative Manager

Administrative & Operations Support Manage incoming calls, customer communication, and HubSpot (CRM) documentation Coordinate communication between office staff, field staff, customers, and consultants Maintain organized customer, operational, and project documentation within HubSpot and company systems Assist with customer issue resolution, business insurance administration, and prequalification documentation Support day-to-day office organization and operational continuity Human Resources & Employee Support Manage full-cycle recruiting efforts including job postings, applicant communication, screening, and interview coordination Lead employee onboarding, orientation, and training coordination Process payroll and certified payrolls Maintain employee records, onboarding documentation, certifications, and training records Manage Workers' Compensation reporting and communication with insurance representatives Support employee engagement, company culture initiatives, and employee events Assist leadership with employee relations, evaluations, compensation discussions, and workplace communication Coordinate subcontractor qualification documentation, agreements, and compliance records Finance & Accounts Receivable Create and distribute invoices while proactively managing customer follow-up and collections communication Coordinate NTOs, lien documentation, vendor packets, COIs, W-9s, and billing documentation Support consultants with payment schedules, schedule of values, and billing coordination Maintain billing records, financial tracking spreadsheets, and weekly A/R aging reports Communicate with customers regarding billing requirements, payment status, and outstanding balances Assist in resolving billing discrepancies and customer payment issues Support monthly Workers' Compensation reporting and financial close-out processes Events & Employee Engagement Coordinate and execute company events, trainings, benefits meetings, holiday events, and employee engagement activities Support consultants with client lunches, expos, trade shows, and customer engagement events Coordinate employee one-on-one lunches and engagement activities to help strengthen company culture Coordinate communication and scheduling between leadership, employees, vendors, and brokers related to company events and meetings What We're Looking For Strong communication and organizational skills Ability to manage multiple priorities in a fast-paced environment Professional, proactive, and customer-focused mindset Strong attention to detail and follow-through Comfortable handling sensitive employee and financial information Ability to work independently while supporting multiple departments Positive attitude with strong problem-solving skills Experience with HubSpot, Google Workspace, payroll systems, or construction administration is a plus Preferred Experience 3+ years of experience in administrative, HR, operations, accounts receivable, or construction support roles preferred Experience in commercial construction or subcontracting environments preferred Experience with payroll processing, certified payroll, and accounts receivable preferred Familiarity with lien documentation, subcontractor agreements, insurance certificates, and compliance documentation preferred Benefits Competitive salary based on experience Paid time off and holidays Health insurance benefits Life Insurance 401(k) matching Company events and team activities Performance Painting Contractors is an equal opportunity employer committed to creating a professional, supportive, and team-oriented workplace.

Pay:

$70,000.00 - $81,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Vision insurance Application Question(s): Do you have experience in the construction industry?

Experience:

CRM software: 2 years (Preferred) Construction administrative: 2 years (Preferred) Human resources: 1 year (Preferred) Accounts receivable: 1 year (Preferred)

Language:

English (Required) Shift availability: Day Shift (Required) Ability to

Commute:

Neptune Beach, FL 32266 (Required)

Work Location:

In person