JOB DESCRIPTION
Office Administrator / Project Coordinator
Illusions Inc., a growing painting contractor serving the Monterey Peninsula and surrounding
areas, is seeking a highly organized and motivated Office Administrator / Project Coordinator to
join our team.
This position plays a key role in supporting daily office operations, project coordination,
employee administration, and communication between office staff, field crews, vendors, and
clients. The ideal candidate is detail-oriented, self-motivated, professional, and able to manage
multiple priorities in a fast-paced environment.
If you enjoy problem-solving, staying organized, and being an essential part of a growing
company, we’d love to hear from you.
RESPONSIBILITIES
Office Administration
● Answer and direct incoming phone calls and emails
● Maintain organized electronic and physical filing systems
● Assist with scheduling meetings, appointments, and company activities
● Draft correspondence, reports, and company documents
● Maintain office supplies and support daily office operations
Project Coordination
● Assist with scheduling and tracking active painting projects
● Coordinate communication between office staff, project managers, field crews, vendors,
and clients
● Monitor project timelines and follow up on outstanding items
● Prepare project-related documents, proposals, and reports
● Support project managers with administrative and operational tasks
Payroll & Employee Support
● Assist with payroll preparation and related documentation
● Follow up with employees regarding missing timecards or required information
● Maintain employee records and confidential personnel files
Human Resources & Compliance
● Assist with onboarding and new hire paperwork
● Support employee training, communication and safety documentation
● Assist with maintaining compliance records and required employment documents
REQUIREMENTS
Required
● Bilingual in English and Spanish
● Minimum 2 years of administrative or office experience
● Experience using QuickBooks Online
● Strong computer skills including Microsoft Office and Google Workspace
● Excellent written and verbal communication skills
● Strong organizational and multitasking abilities
● Ability to work independently and prioritize multiple deadlines
● High level of professionalism and confidentiality
Preferred
● Experience in construction, painting, trades, or service industries
● Experience with payroll, employee records, or HR administration
● Experience coordinating projects, schedules, or field operations
Job Type: Full-time
Pay: $20.00 - $28.00 per hour
Benefits:
Work Location: In person
