Office Administrator

CertaPro Painters of San Antonio, TX About Us CertaPro Painters® is North America's most referred painting company and one of the most recognized brands in the home services industry. Founded in 1992, CertaPro has grown to more than 350 franchise locations across the United States and Canada, helping homeowners and businesses transform their properties through exceptional service and quality craftsmanship. CertaPro Painters of NE San Antonio has experienced tremendous growth over the past several years, increasing from $2.7M in revenue in 2023 to $3M in 2024 to $4.3M in 2025, with a goal of reaching $5M in 2026 . The business is led by siblings and military veterans Amie Reynolds and Anthony Nicola , who have built a culture centered on accountability, teamwork, communication, continuous improvement, and the delivery of an exceptional customer experience. As the company continues to grow, we are seeking a highly organized and customer-focused Office Associate to become the operational hub of our business and help support our sales, production, and customer service teams. Position Overview The Office Associate plays a critical role in keeping the business organized, efficient, and running smoothly. This position serves as the central point of communication between customers, sales representatives, production associates, subcontractors, suppliers, and leadership. This is an excellent opportunity for someone who enjoys organization, customer service, scheduling, problem-solving, and supporting a growing team. The ideal candidate is proactive, detail-oriented, technology-savvy, and thrives in a fast-paced environment where no two days are exactly alike. Key Responsibilities Customer Service & Communication Answer incoming phone calls and emails from prospective and current customers Provide project updates and assist customers throughout the painting process Schedule estimates, project start dates, follow-up appointments, and customer meetings Help maintain exceptional customer satisfaction and communication Administrative & Office Support Maintain accurate customer records and project information Enter data into company software systems Prepare and distribute documents, reports, and correspondence Assist with invoicing, payment tracking, and administrative support Keep office systems organized and up to date Scheduling & Coordination Coordinate schedules between customers, sales associates, production associates, and crews Assist with production scheduling and daily calendar management Help ensure projects have the necessary resources and information to run smoothly Monitor project timelines and communicate schedule changes as needed Team Support Serve as the communication hub between office staff, sales, production, subcontractors, and suppliers Assist leadership with various operational and administrative projects Support team meetings, reporting, and ongoing business initiatives Help maintain a positive and organized office environment Marketing & Customer Experience Assist with customer follow-up efforts Help generate and manage Google Reviews Support customer satisfaction initiatives Assist with community outreach and networking activities as needed What We're Looking For Required Qualifications 2+ years of administrative, office management, coordinator, executive assistant, customer service, or similar experience Strong organizational and time management skills Excellent verbal and written communication skills High attention to detail Comfortable working with computers, spreadsheets, and technology Ability to prioritize multiple tasks and deadlines Self-motivated and capable of working independently Valid driver's license Preferred Qualifications Experience in construction, home services, project coordination, or customer service environments Experience with scheduling software, CRM systems, or project management tools Strong Excel or spreadsheet experience Characteristics of a Successful Candidate Highly organized Detail-oriented Proactive problem solver Strong communicator Customer-focused Positive attitude Team player Self-starter Dependable and accountable Comfortable in a fast-paced environment Hungry, Humble, and Smart Takes pride in their work Strong follow-through and sense of ownership These qualities closely align with the military-influenced culture that Amie and Anthony have built throughout the organization.

Compensation & Benefits Base Salary:

$50,000•$55,000

Benefits Include:

Medical Insurance through Aetna Vision Insurance IRA with 3% Company Match Company Computer Paid Time Off Paid Holidays Ongoing Training and Development Career Growth Opportunities within a rapidly growing organization Schedule Monday•Friday 8:00 AM•5:00 PM Occasional flexibility may be required to support business needs. Why Join CertaPro Painters of NE San Antonio? Join one of the most recognized and respected brands in home services Work directly alongside experienced leaders with military backgrounds Be part of a company that has nearly doubled in size over the last few years and continues to grow Enjoy a supportive, family-oriented team culture Gain exposure to multiple aspects of business operations Opportunity for long-term career growth as the company scales toward its goal of becoming a $10M business by 2030

Pay:

$50,000.00•$55,000.00 per year

Benefits:

401(k) matching Dental insurance Health insurance Life insurance Vision insurance

Experience:

Customer service: 2 years (Required) Appointment scheduling: 1 year (Required)

Administrative:

2 years (Required)

Job Costing:

1 year (Preferred) Data entry: 2 years (Required)

Invoicing:

2 years (Required)

Work Location:

In person