Administrative Assistant

Job Description

Job Description

About Us

Penington Painting Company is a national specialty contractor recognized for exceptionally high standards in Safety, Quality, and Environmental Awareness. We are a fast-growing commercial, industrial, and specialty coatings company with a strong team culture and a commitment to excellence.

We are building something special  and we are very intentional about who joins our team. We are looking for someone who isn’t just seeking a job, but a long-term home where they can grow, advance quickly, and truly blossom within an organization that values its people.

If you are dependable, growth-driven, and thrive in a fast-paced environment where teamwork matters, we want to meet you.

Position Overview

The Administrative Assistant plays a critical role in supporting our daily operations, project teams, and financial processes. This individual must be highly organized, proactive, tech-savvy, and capable of managing multiple priorities with accuracy and urgency.

This position is ideal for someone who:

• Takes ownership and follows through without being asked twice
• Shows up consistently and can be counted on
• Wants to grow quickly within a company that promotes from within
• Thrives in a team-first, high-performance culture
• Is looking for a long-term opportunity, not a stepping stone

There is significant opportunity for advancement for the right person who demonstrates initiative, leadership potential, and commitment.

Key Responsibilities

• Accounts Payable
• Accurately process vendor invoices and reconcile statements
• Track and manage job cost entries; support month-end reporting
• Assist with check runs and petty cash reimbursements
• Office Management & Administrative Support
• Oversee daily office operations including supplies, filing systems, and reception duties
• Coordinate scheduling, calendars, and meeting logistics for management
• Maintain compliance with internal documentation standards
• Organize electronic and paper filing systems for active projects

Technology & Systems

• Utilize Foundation Software for financial entries, job costing, and reporting
• Leverage Microsoft 365 (Outlook, Word, Excel, Teams, SharePoint) for collaboration
• Use Microsoft Copilot and AI tools to streamline workflows and reporting

Team Coordination & Client Support

• Serve as a primary point of contact for project managers, vendors, subcontractors, and clients
• Communicate professionally in person, by phone, and in writing
• Support HR functions including onboarding documentation and training coordination
• Assist with subcontractor agreements, insurance compliance, and tracking

What We’re Looking For

We are selective. Our team members represent our culture, standards, and reputation.

The ideal candidate will demonstrate:

• Dependability and reliability 
• Strong work ethic and personal accountability
• A positive, team-oriented mindset
• Desire for professional growth
• High attention to detail and organizational excellence
• Ability to prioritize and manage multiple responsibilities
• Professional communication skills with a friendly, confident phone presence
• Adaptability in a dynamic, evolving environment

Required Qualifications

• 3+ years of administrative experience in construction, trade services, or a professional office environment
• Strong working knowledge of Microsoft 365
• Familiarity with AI productivity tools such as Microsoft Copilot
• Strong time management and deadline-driven performance
• Excellent interpersonal and communication skills
• Bilingual (Spanish/English) is highly valued

Compensation & Benefits

• Competitive compensation based on experience
• Health benefits
• Paid time off
• Retirement plan options
• Clear growth path and advancement opportunities

Our Culture

We care deeply about our team. We work hard, support one another, and maintain high standards. We want our employees to enjoy coming to work each day and feel proud of what they’re building.

This is an opportunity to join an elite, high-performing team with substantial room for growth. If you are looking for your next long-term professional home (and are ready to grow quickly with a company that recognizes and rewards commitment) we encourage you to apply!