Administrative Assistant

93R Border Street WEST NEWTON, MA 02465 • Administrative • Customer Service • Full-Time

Catchlight Painting is looking to hire an Administrative Assistant!

Since 1994, Catchlight Painting has provided friendly, professional painting services to the Boston area. We work with professionals and homeowners who appreciate competence and professionalism. Our company is growing, and we are seeking the right individual to join our team as an Operations Assistant!

The ideal candidate for this role is a reliable problem-solver who has excellent communication skills and is willing to learn the ins and outs of a small business. We're looking for someone with integrity, enthusiasm, and excellent organizational and time-management skills. We are a four-day work week company.

Administrative Assistant Duties

Client Advocacy:

  • Be the welcoming and friendly voice of the company 
  • Be a client advocate - if a client calls with a problem, utilize all communication tools, and involve a foreman or manager if necessary to make sure it is solved by the end of the day.
  • Answer inbound calls from prospects - collect information, enter into our CRM, and pass to appropriate staff
  • Manage company voicemail and email inboxes, leverage CRM software and/or internal team as appropriate
  • Maintain proper communication with all clients to ensure jobs are ready for scheduling & work to commence, confirm commencement dates and times, communicate weather/production delays proactively and sympathetically.
  • Confirm project completion with all clients before updating project status
  • Call and/or e-mail clients to create a better overall client experience. 

Production Support:

  • Gather all client job information to consolidate for the field crew
  • Contact client to discover missing job information
  • Gather and organize all regulatory information (lead safety)
  • Record updates from employees on job status, projected completion dates, resource needs
  • Request and acquire inbound & outbound Certificates of Insurance via email, when appropriate
  • Place orders for job support items such as portable toilets, electrical wraps, boom lifts, scaffolding etc.
  • Manage project schedule to ensure uninterrupted production and update clients on schedule shifts

General Administration:

  • Using company group chat app, send out notifications to crew as needed
  • Review & approve crew hours weekly prior to sending to payroll 
  • Create & maintain par levels of office supplies and uniforms, ensure office/kitchen is well stocked and tidy at all times
  • File and sort job documents, bills, notices, etc.
  • Organize and maintain online filing system (SharePoint)
  • Take in, sort, distribute mail and packages daily, send mail as needed from either office, Post Office, or mail dropbox
  • Answer the door & greet guests
  • Print and distribute employee documents as needed
  • Manage phone systems, including recording outgoing messages
  • Achieve proficiency in our CRM and timekeeping software - be able to provide technical/how-to support to all employees
  • Event planning - including barbeques, charity projects, company outings

Support Business Manager:

  • Pay online bills and parking tickets 
  • Take notes at meetings attended
  • Schedule meetings as necessary
  • Create and update job profitability worksheets and share status with foremen and leadership team weekly
  • Review and code expenses from receipts prior to sending to manager for approval
  • Use payroll and other information to complete accurate job costing reports
  • Help ensure company programs, processes & protocols are up to date
  • Assist Business Manager in additional projects as necessary

Qualifications and Position Requirements

  • High School Diploma/GED required
  • Associates degree or higher in Business Administration or related field preferred
  • 2+ years experience in an office environment required
  • Experience working in a small business and supporting management preferred
  • Ability to work scheduled shift of 7am-5pm M-Th
  • Ability to work independently
  • Flexibility and ability to prioritize tasks for the benefit of the business
  • Excellent interpersonal skills and phone/email manners
  • Attention to detail
  • Exceptional time management skills
  • Maintain an organized workspace
  • Basic computer skills (Windows operating systems)
  • Basic knowledge on Apple products and iOS operating systems (iPhone, iPad etc.)
  • Demonstrated proficiency with Microsoft programs, including Outlook & MS Office Suite (Word, Excel, PowerPoint, Teams, Calendars, etc)


  • Health Insurance 
  • Dental/Vision Insurance
  • Generous PTO package
  • 401k plan with up to 4% employer match
  • Maternity/Paternity leave
  • Bereavement leave
  • Opportunities for training and career advancement
  • Quiet office atmosphere

To be considered for this position, please submit an up-to-date resume, and answer the application question "Why do you feel as if you'd be a good fit for our team", or attach a cover-letter detailing why you believe you'd make our team better!

Catchlight Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

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