Office & Operations Administrator

Description:

The Office & Operations Administrator provides comprehensive administrative, sales, production, and operational support for a commercial roofing and construction organization. This position serves as a central point of coordination between Sales, Operations, Production, Accounting, Human Resources, Safety, and Customers. The role is responsible for managing office administration, bid coordination, CRM and database management, production support, contract administration, employee onboarding support, accounts receivable/payable functions, and project documentation to ensure efficient business operations and successful project execution.

Requirements:

RESPONSIBILITIES AND DUTIES

Sales & Bid Administration

• Maintain CRM, customer records, and project data.
• Manage bid calendars and track deadlines.
• Prepare, organize, and submit bid packages.
• Support estimators and sales staff with documentation.
• Track bid results and maintain records.

Operations & Production Support

• Support project managers, superintendents, and foremen.
• Maintain project schedules, forecasts, and reports.
• Coordinate staffing, training, badging, and project requirements.
• Assist with permits, purchase orders, and work orders.
• Support project closeout documentation and warranties.

Contract & Project Administration

• Prepare and maintain contracts and project files.
• Coordinate prequalification packages and compliance documents.
• Track insurance certificates, bonds, and subcontractor documentation.
• Maintain accurate project records and databases

Accounting Support

• Assist with billing, collections, and cash receipts.
• Support Accounts Payable and Accounts Receivable processes.
• Process lien waivers, releases, and reporting.
• Maintain financial documentation and records.

Office Administration

• Greet visitors and answer incoming calls.
• Provide general administrative and clerical support.
• Manage filing systems, office equipment, and supplies.
• Coordinate communication between departments, vendors, and customers.

HR & Safety Support (Backup)

• Assist with new hire onboarding coordination.
• Ensure onboarding paperwork is submitted to HR.
• Coordinate equipment setup and new hire readiness

QUALIFICATIONS & SKILLS

• High School Diploma or GED required.
• 3+ years of administrative, sales support, operations, or construction office experience preferred.
• Commercial roofing or construction experience preferred.
• Proficient in Microsoft Office Suite.
• Experience with CRM systems and construction software preferred.
• Strong organization, communication, and multitasking skills.
• Detail-oriented with the ability to manage multiple priorities and deadlines.

WORK CONDITIONS

• Office-based role with frequent interaction between Sales, Operations, Production, Accounting, customers, vendors, and field personnel.
• Fast-paced environment requiring strong organization and deadline management.