Business Office Manager

My Painter & Exteriors is seeking a highly organized, proactive, and detail-oriented Business Office Manager to oversee administrative operations, financial coordination, and internal workflow across our growing residential and commercial painting business. This is a high-impact role responsible for maintaining organization across the company, supporting financial performance, and ensuring strong coordination between marketing, sales, production, and leadership. This individual will play a key role in identifying breakdowns, driving solutions, and ensuring accountability across all departments. About My Painter & Exteriors My Painter & Exteriors is a high-end residential and commercial painting and exterior services company serving Northern Virginia, DC, and Maryland. We complete over 500 projects annually and are known for our professionalism, communication, and execution. We are a systems-driven company focused on delivering a seamless customer experience while maintaining strong internal processes and accountability across our team. Key Responsibilities Oversee daily office operations and administrative systems across the business Maintain CRM and job documentation, ensuring accuracy and completeness at all times Oversee invoicing, collections, and assist in managing AR/AP workflows Manage and update the company cash flow planner, ensuring leadership has accurate, real-time visibility into financial position Maintain and track the company benchmarking workbook, ensuring data accuracy and consistency across projects and departments Support production planning and ensure alignment between sales, field teams, and leadership Monitor project flow and proactively identify operational bottlenecks Track and report key business metrics including project status, financial performance, and operational efficiency Review marketing performance metrics including lead conversion rates and return on ad spend (ROAS) and report insights to leadership Identify breakdowns across departments (marketing, finance, sales, production, etc.), including workflow gaps between systems and teams Take ownership of resolving operational issues by coordinating the appropriate team members, leading discussions, and ensuring solutions are implemented and followed through Support vendor, subcontractor, and internal administrative coordination Assist with recruiting, onboarding, and internal team support Drive process improvements to increase efficiency, organization, and communication Ensure consistent, professional communication with clients throughout the project lifecycle Qualifications 5+ years of experience in office management, operations, or business coordination Experience in construction, home services, or trades strongly preferred Strong organizational and multitasking ability in a fast-paced environment Experience with CRM, scheduling, and accounting systems (PaintScout, QuickBooks, Monday.com, or similar) Strong understanding of invoicing, collections, and financial workflows Experience working with financial tracking tools such as cash flow planning and performance benchmarking Ability to analyze data and report on performance metrics (marketing, operations, financial) Proven ability to identify problems, coordinate solutions, and hold others accountable to execution Excellent communication, leadership, and problem-solving skills Ability to take ownership, stay ahead of issues, and follow through What Success Looks Like 100% of invoices sent immediately upon project completion Accurate and fully up-to-date CRM and project documentation at all times Clear coordination between office, sales, and field teams with minimal issues or delays Strong support of cash flow through organized invoicing and collections follow-up Continuous improvement of internal systems and workflows All client communications responded to within the same business day, with proactive updates that drive high customer satisfaction Consistent tracking and reporting of lead conversion rates and ROAS to support marketing performance Operational issues are identified early, addressed quickly, and resolved with clear accountability across teams This is a hybrid role with a structured transition period: Month 1: 4 days per week (in-office) Month 2: 3 days per week (in-office) Month 3 and beyond: 2 days per week (in-office - Tuesdays & Thursdays required) All team members are required to be in the office on Tuesdays and Thursdays, and this role will always be present on those days moving forward. Why Join My Painter Join a growing, high-performance company with strong leadership Be part of a team that values accountability, communication, and execution Opportunity to grow into higher-level operations leadership roles Play a direct role in improving and scaling business operations

Pay:

$70,000.00 - $80,000.00 per year

Benefits:

401(k) matching Dental insurance Health insurance Paid time off Vision insurance

Work Location:

Hybrid remote in Fairfax, VA 22031