Construction Office Manager / Administrative Coordinator

About Peak Exteriors

Peak Exteriors is a growing exterior construction company specializing in roofing, siding, windows, doors, decks, gutters, and exterior renovations throughout the Portland metro area.

We're a small, hardworking team that takes pride in quality workmanship, customer service, and doing things the right way.

As we continue to grow, we're looking for a dependable, organized, and personable Construction Office Manager / Administrative Coordinator to help keep our daily operations running smoothly.

We're looking for someone who enjoys taking ownership of an office, keeping things organized, helping customers, supporting our field teams and subcontractors, and making sure the little details don't get overlooked.

Position Overview

This position combines the responsibilities of a receptionist, administrative assistant, office coordinator, general office manager, and field operations support.

You'll be the friendly voice customers hear when they call, the person helping keep our projects and paperwork organized, and a key part of making sure our customers, employees, and subcontractors are taken care of.

This role will also help coordinate the administrative side of our company safety program. You will not be expected to serve as a formal safety director or safety professional, but you will help make sure our field employees and subcontractors have the required documentation, training records, certifications, and safety information needed to perform their work.

We need someone who is comfortable wearing multiple hats, taking initiative, and helping create systems that keep our growing business running efficiently.

Key ResponsibilitiesCustomer Service & Communication

• Answer incoming phone calls professionally and direct inquiries to the appropriate team members.
• Respond to customer emails and general questions.
• Follow up with customers regarding estimates, scheduling, project progress, and outstanding items.
• Check in with customers throughout their projects to ensure they're happy and have everything they need.
• Follow up on outstanding sales opportunities and estimates.
• Help maintain strong relationships with past and current customers.
• Assist with scheduling appointments, meetings, and customer communications.

Bookkeeping & Administrative Support

• Scan, organize, and enter receipts into QuickBooks Online.
• Properly categorize expenses and assign receipts and purchases to individual construction jobs.
• Help maintain accurate job costing and expense records.
• Organize invoices, purchase orders, vendor documents, and project paperwork.
• Assist with tracking outstanding invoices and customer payments.
• Maintain organized digital and physical filing systems.
• Work with ownership and our bookkeeper/accountant to ensure records are accurate and up to date.

Field Employee & Subcontractor Administration

• Maintain organized records for field employees, subcontractors, and vendors.
• Help ensure subcontractor files include current W-9s, 1099-related information, certificates of insurance, licenses, agreements, and other required documentation.
• Track expiration dates for insurance policies, certificates of insurance, licenses, registrations, and other compliance documents.
• Follow up with subcontractors and vendors when required documents are missing, incomplete, or expired.
• Help verify that subcontractors have the appropriate insurance coverage and documentation in place before beginning work.
• Maintain accurate contact information and records for field employees and subcontractors.
• Assist with onboarding new subcontractors and vendors.
• Help ensure subcontractors are properly set up in company systems and approved before being assigned work.
• Coordinate administrative communication between the office, field employees, subcontractors, vendors, and project managers.

Safety Program & Training Administration

• Help maintain the administrative side of Peak Exteriors' company safety program.
• Keep organized records of required safety training, OSHA cards, certifications, licenses, and other training documentation for employees and subcontractors.
• Track expiration dates and renewal requirements for OSHA cards, first aid/CPR certifications, equipment training, fall protection training, forklift training, and other applicable safety credentials.
• Help ensure field employees and subcontractors have completed required training before performing certain types of work.
• Coordinate safety orientations, toolbox talks, training sessions, and refresher training as directed by company leadership or qualified safety professionals.
• Maintain attendance records and signed acknowledgments for safety meetings and training.
• Help distribute safety policies, procedures, forms, and updates to field employees and subcontractors.
• Follow up on missing training records, incomplete paperwork, or expired credentials.
• Help make sure field employees and subcontractors have access to required safety information, forms, and documentation.
• Maintain organized safety files and provide records to ownership, project managers, customers, vendors, or auditors when needed.
• Bring potential safety documentation issues or training gaps to company leadership promptly.

Insurance, Vendor & Compliance Coordination

• Request, collect, review for completeness, and organize certificates of insurance from subcontractors and vendors.
• Send Peak Exteriors' certificates of insurance to vendors, customers, property managers, general contractors, and other parties as requested.
• Help add Peak Exteriors to vendor lists and approved contractor lists.
• Complete vendor registration forms, prequalification paperwork, and administrative compliance documents.
• Maintain a tracking system for vendor requirements, insurance renewals, licenses, safety documentation, and other deadlines.
• Communicate with insurance agents, vendors, subcontractors, and customers regarding certificates, endorsements, and required documentation.
• Help ensure vendor and subcontractor files remain current and organized.
• Escalate questions about insurance coverage, legal requirements, or compliance issues to ownership, the insurance agent, accountant, attorney, or other appropriate professional.

Office Management & Organization

• Keep the office clean, organized, stocked, and presentable.
• Order office supplies and maintain inventory of everyday essentials.
• Help establish and maintain efficient office procedures.
• Track important tasks, deadlines, and follow-ups.
• Assist the sales and production teams with administrative needs.
• Help coordinate communication between customers, vendors, subcontractors, and employees.
• Identify things that need attention and take initiative to get them handled.
• Help create and maintain checklists, filing systems, and processes that support the company's growth.

What We're Looking For

• Friendly, professional, and comfortable talking with customers, employees, subcontractors, and vendors.
• Extremely organized and detail-oriented.
• Dependable, punctual, and trustworthy.
• Comfortable working independently without constant supervision.
• Strong communication skills, both written and verbal.
• Able to multitask and prioritize responsibilities.
• Comfortable tracking deadlines, expiration dates, and missing documentation.
• Comfortable learning new software and office systems.
• Someone who takes pride in keeping things organized and running smoothly.
• A positive, team-oriented attitude with a willingness to help wherever needed.
• Able to handle confidential employee, subcontractor, insurance, financial, and company information professionally.
• Willing to follow up consistently and respectfully when paperwork, training records, or documentation is incomplete.

Preferred Experience

• Previous office management, receptionist, administrative, or operations coordination experience.
• Experience with QuickBooks Online, especially expense tracking and job costing.
• Construction industry experience is a plus, but not required.
• Experience working with subcontractors, vendors, certificates of insurance, W-9s, 1099-related records, or contractor documentation is helpful.
• Familiarity with OSHA cards, safety training records, employee files, or construction compliance paperwork is helpful.
• Experience coordinating vendor registrations, prequalification forms, or approved vendor lists is a plus.
• Familiarity with CRM systems and project management software is helpful.
• Experience with Microsoft Office, Google Workspace, and general computer applications.

We are willing to train the right person. Personality, reliability, organization, and a willingness to learn are just as important to us as previous experience.

Compensation & Growth Opportunities

Pay: $24.00–$30.00 per hour, depending on experience and qualifications.

Starting pay will be based on experience, qualifications, and familiarity with construction office operations, QuickBooks Online, and administrative systems.

We're willing to train the right candidate who demonstrates strong organizational skills, reliability, initiative, and a willingness to learn.

A performance and compensation review will be conducted after the first 90 days, with opportunities for wage increases based on performance, demonstrated capabilities, and the ability to independently manage office responsibilities.

As Peak Exteriors continues to grow, this position offers opportunities for increased responsibility and professional advancement.

Why Join Peak Exteriors?

We're a growing company with a small-team environment where your work will genuinely make a difference.

This isn't a position where you'll be stuck doing the same task all day. You'll have the opportunity to take ownership of the office, help improve our systems, support our field teams, strengthen our safety and documentation processes, and grow alongside the business.

We value people who take initiative, care about customers, support their coworkers, and take pride in their work.

Our company motto is "Raising Standards to the Highest Peak," and we're looking for someone who shares that mindset.

How to Apply

Please submit your resume along with a brief introduction about yourself and your experience.

We'd especially like to hear about your experience with office organization, customer service, QuickBooks, construction administration, subcontractor or vendor coordination, insurance documentation, safety training records, or working in a small business environment.

Peak Exteriors LLC
Oregon CCB #258994

Pay: $25.00 - $35.00 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Vision insurance

Work Location: In person