Administrative Assistant

Cayman Paint & Finishes Ltd. is seeking a proactive, detail-oriented Administrative Assistant to oversee the day-to-day administrative operations of our painting company. The successful candidate will be responsible for managing office operations, coordinating field activities, and ensuring effective communication between clients, suppliers, and painting crews. Key Responsibilities

• Manage all office operations, including answering telephone calls, responding to emails, maintaining company records, and organizing administrative documentation.
• Prepare and process invoices, payroll, accounts receivable, accounts payable, expense reports, and other financial records using QuickBooks.

Schedule and dispatch painting crews, coordinate project timelines, and monitor daily job schedules using dispatch software (e.g., Jobber, ServiceTitan, or similar).

• Manage customer communications and prepare quotations, contracts, work orders, project documentation, and change orders.
• Maintain and manage the company's CRM system, ensuring accurate tracking of leads, customer communications, follow-ups, project progress, and completed jobs.
• Coordinate purchasing, inventory management, supplier orders, and material deliveries to ensure projects remain on schedule.
• Monitor project documentation to ensure compliance with company policies, safety requirements, contract specifications, and applicable industry regulations.
• Coordinate permit applications, warranty documentation, insurance certificates, and other project-related administrative requirements.
• Maintain accurate job costing records and provide administrative support for project tracking and reporting.
• Work closely with management, field supervisors, and clients to ensure projects are properly scheduled, documented, and completed efficiently.

Requirements

• Bachelor's degree in Business Administration, Office Administration, Management, or a related field is required.
• Minimum of five to eight (5-8) years of administrative experience, preferably within the painting, construction, or contracting industry.
• Fluent in English and Spanish (spoken and written).
• Proficient in QuickBooks, Microsoft Office Suite, CRM software, and dispatching software.
• Strong knowledge of painting materials, surface preparation methods, coating systems, painting processes, and applicable building codes and compliance requirements.
• Excellent organizational, communication, multitasking, and problem-solving skills.
• Ability to manage multiple projects and deadlines in a fast-paced environment.
• Professional customer service skills with the ability to communicate effectively with clients, suppliers, and contractors.
• Valid driver's license and access to a reliable vehicle are required.