Office Manager

Office Manager

Pierce Roofing | Colorado Springs, CO

Job Type: Full-Time
Schedule: Monday–Friday
Pay: Competitive, based on experience

About Pierce Roofing

Pierce Roofing has proudly served the Colorado Springs area for over 20 years, providing high-quality commercial and residential roofing and gutters. We take pride in our workmanship, customer service, and commitment to getting the job done right.

We are looking for a dependable, organized, and motivated Office Manager to join our team. This is an important position that helps keep our office and daily operations running smoothly. The ideal candidate is experienced with QuickBooks, accounts payable and receivable, payroll, scheduling, and customer service. We need someone who is a strong team player, takes initiative, and is willing to wear multiple hats in a fast-paced construction environment.

Job Summary

The Office Manager will oversee a variety of administrative, accounting, and operational responsibilities. This person will serve as a key point of contact for customers, employees, vendors, project managers, and company leadership.

Daily responsibilities will include answering incoming phone calls, coordinating crew and project manager schedules, preparing and sending customer invoices, processing vendor payments, assisting with payroll, maintaining accurate financial records, and ensuring that day-to-day office operations stay organized and efficient.

We are looking for someone who is proactive, detail-oriented, trustworthy, and comfortable switching between different tasks throughout the day. The right candidate understands that a successful office requires teamwork, communication, accountability, and a willingness to help wherever needed.

Key ResponsibilitiesOffice Management and Administration

• Manage daily office operations and maintain an organized, professional work environment.
• Answer incoming phone calls, direct calls appropriately, and respond to general customer inquiries.
• Greet customers, vendors, and visitors professionally.
• Monitor emails, respond to requests, and communicate important information to the appropriate team members.
• Maintain accurate electronic and physical files, records, and company documentation.
• Assist company ownership and management with administrative tasks and special projects.
• Track project progress, maintain records, and follow up on outstanding items.
• Help improve office procedures and administrative processes.

Accounting and QuickBooks

• Use QuickBooks to maintain accurate financial records and process day-to-day accounting transactions.
• Manage accounts receivable, including preparing and sending customer invoices, tracking outstanding balances, and following up on past-due payments.
• Manage accounts payable, including entering vendor bills, verifying invoices, scheduling payments, and maintaining accurate records.
• Reconcile vendor statements and help resolve billing discrepancies.
• Record customer payments, vendor payments, and other financial transactions.
• Assist with bank and credit card reconciliations.
• Maintain organized records of receipts, invoices, bills, and other financial documents.
• Monitor outstanding invoices and communicate with customers regarding payment status when necessary.
• Work with company management to ensure invoices and bills are processed accurately and on time.

Payroll and Employee Administration

• Prepare and process payroll accurately and on schedule.
• Collect and verify employee timecards, hours worked, and other payroll information.
• Coordinate with field employees and project managers to resolve timekeeping discrepancies.
• Maintain accurate employee records and payroll documentation.
• Assist with onboarding paperwork and other employee administrative needs.
• Handle confidential payroll and employee information with professionalism and discretion.

Scheduling and Coordination

• Coordinate daily schedules for roofing crews and project managers.
• Communicate schedules, changes, and updates to field personnel and management.
• Help coordinate job start dates, project timelines, and crew assignments.
• Communicate with customers regarding appointments, scheduling updates, and project-related questions.
• Assist with organizing job information, tracking project progress, and ensuring necessary paperwork is completed.
• Help keep communication flowing between the office, field crews, project managers, and company leadership.
• Adjust schedules as needed when weather, material deliveries, job delays, or other circumstances affect operations.

Customer Service and Communication

• Provide friendly, professional, and responsive customer service over the phone, by email, and in person.
• Serve as a reliable point of contact for customers with questions about scheduling, invoices, payments, and general project updates.
• Communicate clearly with customers, vendors, suppliers, employees, and subcontractors.
• Handle customer concerns professionally and direct technical or project-specific questions to the appropriate team member.
• Maintain positive relationships with customers and business partners.
• Represent Pierce Roofing professionally and help maintain the company's reputation for quality service.

General Operations and Team Support

• Assist with purchasing, supply orders, vendor communication, and other office needs.
• Help organize paperwork related to roofing projects, purchase orders, invoices, and job records.
• Support project managers and field crews with administrative coordination.
• Assist with insurance documentation, subcontractor paperwork, and other job-related records as needed.
• Identify issues that need attention and follow through until they are resolved.
• Take on additional administrative and operational responsibilities as needed to support the success of the company.

Qualifications and Requirements

• Previous experience in an office management, administrative, bookkeeping, or accounting support role.
• Hands-on experience with QuickBooks is required.
• Experience managing accounts payable and accounts receivable is required.
• Experience preparing customer invoices, entering vendor bills, and tracking payments.
• Experience with payroll processing and employee timekeeping preferred.
• Strong customer service and communication skills.
• Excellent organizational skills and attention to detail.
• Proficiency with Microsoft Office, email, spreadsheets, and general computer applications.
• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.
• Strong problem-solving skills and the ability to work independently.
• High level of honesty, reliability, professionalism, and confidentiality.
• Ability to communicate effectively with office staff, field crews, project managers, customers, and vendors.
• Willingness to be flexible, help with different responsibilities, and work as part of a team.

The Ideal Candidate

The ideal candidate is someone who enjoys being involved in many aspects of a business and takes pride in keeping things organized and running smoothly.

We need a person who:

• Is dependable and shows up ready to work.
• Takes initiative instead of waiting to be told what needs to be done.
• Can confidently manage QuickBooks, invoices, bills, and payroll-related tasks.
• Provides excellent customer service and communicates professionally.
• Can switch between phone calls, scheduling, accounting tasks, and employee needs without losing track of priorities.
• Works well with others and is willing to help wherever needed.
• Is comfortable working in a construction environment where schedules and priorities can change quickly.
• Takes ownership of responsibilities and follows tasks through to completion.

What We Offer

• Full-time employment with an established roofing company.
• Competitive compensation based on experience and qualifications.
• A varied role with opportunities to contribute to multiple areas of the business.
• A team-oriented work environment.
• The opportunity to work directly with company ownership and help improve daily operations.

How to Apply

If you are an organized, motivated professional with QuickBooks experience, strong accounting skills, and a customer-first attitude, we would love to hear from you.

Please submit your resume and include a summary of your experience with QuickBooks, accounts payable and receivable, payroll, office management, and scheduling.

Pierce Roofing is an equal opportunity employer.

Pay: $30.00 - $40.00 per hour

Expected hours: 40.0 – 50.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Work Location: In person