Job Description

We are a dynamic and growing roofing and construction company dedicated to providing exceptional service and quality workmanship. We are seeking a highly organized and motivated Office Administrator to join our team and play a crucial role in our daily operations.

Job Summary:

The Office Administrator will be responsible for providing comprehensive administrative support to our roofing and construction projects, ensuring smooth office functions, and delivering excellent service to our clients and team. This role requires a detail-oriented individual with strong organizational and communication skills, capable of managing multiple tasks efficiently. The ideal candidate will have experience in permitting, material ordering, crew scheduling, customer service, invoicing, and NOC filing. 

Responsibilities:

• Project Coordination: Manage and track project timelines and deadlines.
• Coordinate and schedule crews, subcontractors, and deliveries.
• Schedule and coordinate dumpster rentals.
• Permitting and Compliance: Obtain and manage all necessary permits for projects.
• File Notices of Commencement (NOCs) and ensure compliance with all relevant regulations.
• Material Management: Order and track materials, ensuring timely delivery to job sites.
• Maintain accurate inventory records.
• Customer Service & Communication: Serve as the primary point of contact for customers, addressing inquiries and resolving issues promptly and professionally. 
• Maintain excellent customer relationships.
• Answer and manage inbound telephone calls, ensuring calls are prioritized, and no client or sales rep calls are missed, even during busy periods.
• Draft correspondences and other formal documents.
• Prepare and send estimates.
• Follow up with clients via callbacks after estimates have been sent.
• Schedule tarp installations as needed.
• Financial Administration: Generate and process invoices accurately and efficiently.
• Maintain accurate financial records.
• Assist with basic accounting tasks.
• Office Administration: Manage and organize office files and records.
• Handle incoming and outgoing correspondence.
• Provide general administrative support to the team.
• Utilize Microsoft Office Suite (Excel, Word, Outlook).
• Plan, coordinate, and schedule appointments and events.
• Act as a runner for errands when required.
• Provide additional support during peak or overflow periods to ensure smooth office operations.
• Perform other office tasks as needed to facilitate seamless daily operations.

Qualifications:

• Proven experience in office administration, preferably in the construction or roofing industry.
• Proven experience in office administration or a related field.
• Strong organizational and time-management skills.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook). 
• Experience with permitting, material ordering, and crew scheduling. 
• Knowledge of construction or roofing terminology is a plus.
• Experience with invoicing and basic accounting principles.
• Experience with NOC filing.
• Ability to work independently and as part of a team.
• Strong attention to detail and accuracy.
• Ability to effectively prioritize and multitask in a fast-paced environment.
• Exceptional written and verbal communication skills.
• Excellent organizational skills with a focus on efficiency and effectiveness.
• Fluent in Spanish and English.

Schedule:

• Monday through Friday, 8:30 AM to 5:00 PM

Benefits:

• Competitive salary.
• Opportunities for growth and advancement.
• A supportive and collaborative work environment.

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