Operations Administrator

Job Description

Benefits:

401(k) matching

Bonus based on performance

Competitive salary

Dental insurance

Health insurance

Opportunity for advancement

Paid time off

Parental leave

Vision insurance

Job Title: Operations Administrator

Location: Columbus, Ohio

Employment Type: Full Time

Reports To: Production Manager / Operations Manager

Position Summary

CertaPro Painters of Columbus, Ohio is seeking a full time a full time operations administrator. The Operations Administrator plays a critical role in ensuring residential painting projects run efficiently from scheduling through completion. This position supports field crews, customers, and management by coordinating schedules, managing project documentation, tracking production progress, and maintaining clear communication between all parties. The ideal candidate is highly organized, detail-oriented, and comfortable working in a fast-paced service environment.

Key Responsibilities

Project Coordination & Scheduling

Schedule residential painting projects and coordinate crew assignments

Maintain and update production calendars and job timelines

Confirm project details with customers prior to job start dates

Coordinate material ordering and delivery scheduling

Monitor job progress and assist with schedule adjustments as neededCustomer Communication

Serve as a primary point of contact for customers during production

Provide project updates, scheduling confirmations, and follow-up communication

Address customer questions and escalate concerns when necessary

Support customer satisfaction and quality assurance processesAdministrative & Operational Support

Prepare and maintain job files, work orders, and production documentation

Track job progress, completion status, and production metrics

Assist with permit tracking or compliance requirements when applicable

Support invoicing preparation and job close-out processes

Maintain accurate data within company CRM and project management system

Ensure company branded shirts are being worn by crews, company signage is on every jobTeam Support

Communicate daily with field crews and production leadership

Assist with onboarding paperwork and scheduling coordination for crew members

Help track equipment, materials, and supply needs

Support internal meetings and production reportingQualifications

13 years of administrative, scheduling, or operations coordination experience preferred

Experience in construction, home services, or trade industries is a plus

Strong organizational and multitasking skills

Excellent written and verbal communication skills

Proficiency with Microsoft Office, Google Workspace, and/or CRM/project management software

Ability to prioritize tasks and meet deadlines in a fast-paced environment

Strong customer service mindset and problem-solving abilitySkills & Competencies

Attention to detail and accuracy

Time management and scheduling coordination

Professional communication and conflict resolution

Ability to work independently and as part of a team

Adaptability and strong follow-throughCompensation & Benefits

Competitive salary based on experience

Performance incentives or bonus opportunities

Health, dental, vision benefits

401k employer match

Company cell phone and computer

Paid time off and holidays

Opportunities for advancement into Operations or Production Management roles

Full-time