Administrative Assistant -- Construction Office

Job Description

Job Description

About the Role

All About Painting is an established South Florida painting contractor serving major homebuilders and commercial clients. We are seeking an organized, dependable administrative assistant to support billing, collections, accounts payable, project paperwork, and daily office coordination. You will work closely with our Office Manager and owner.

This role is ideal for someone who is accurate with numbers, follows through without repeated reminders, and is comfortable managing several priorities. Construction office experience is preferred. Spanish is a plus but is not required.

What You'll Do

- Prepare and send builder and client invoices, follow up on outstanding payments, and help resolve billing discrepancies.

- Maintain lot- and job-level billing and payment records in Excel and company systems.

- Assist with vendor invoices and accounts payable tracking; prepare subcontractor payment reports and material deductions for management review and approval.

- Place and track approved paint and supply orders, verifying job details, quantities, colors, and delivery information.

- Update shared calendars and project records; help coordinate schedules and warranty or service appointments.

- Assist with pricing requests, extra-work and change-order paperwork, and other project documentation.

- Maintain organized digital files, including subcontractor insurance certificates, W-9s, and job records.

- Communicate professionally with builders, vendors, subcontractors, and the internal team.

- Support the Office Manager and owner with additional administrative responsibilities as business needs evolve.

What We're Looking For

- Previous administrative, billing, accounting-support, or office-coordination experience.

- Strong attention to detail and comfort working with numbers.

- Working proficiency in Excel, including formulas, sorting, filtering, and maintaining accurate tracking sheets.

- Clear, professional communication in English by phone and email.

- Ability to prioritize, meet deadlines, and follow tasks through to completion.

- Availability to work full-time, in person at our Coral Springs office.

Preferred Experience

- Construction, painting, homebuilder, general contractor, or other trade-office experience.

- Invoicing, accounts receivable, collections, accounts payable, or bookkeeping support.

- Production-builder paperwork, purchase orders, and change orders.

- Microsoft Outlook, Microsoft 365, Dropbox, and QuickBooks or similar accounting software.

- Spanish proficiency and an interest in learning basic pricing support.

To Apply

Please submit your resume and briefly describe:

- Your relevant office, construction, or billing experience.

- Your Excel skills and how you have used them at work.

- Your desired hourly rate within the posted range.

- Your earliest available start date.

\nCompany Description

All About Painting has been one of South Florida's leading painting contractors for production home builders since 1997. We complete more than 1,400 new homes a year for builders including major national home builders across Miami-Dade, Broward, and Palm Beach counties, including commercial and hospitality work, including hotel projects. We are known for finishing on schedule and for quality that gets us invited back for the next phase.

Company Description

All About Painting has been one of South Florida's leading painting contractors for production home builders since 1997. We complete more than 1,400 new homes a year for builders including major national home builders across Miami-Dade, Broward, and Palm Beach counties, including commercial and hospitality work, including hotel projects. We are known for finishing on schedule and for quality that gets us invited back for the next phase.\n