Office Manager

Position Summary

We areseekinga dependable organized and detail-orientedOffice Managerto support the day-to-day operations of a small growing roofing company. This position willbe responsible forkeeping office operations organizedmaintainingsubcontractor documentation coordinating schedulesmanaging invoicing and ensuring that all job-related costs and information are accurately entered andmaintainedinAccuLynx.

The ideal candidate is highly organized comfortable working independently communicates well with subcontractors and customers and takes ownership of making sure paperwork scheduling and job informationstaycurrent andaccurate.

Key Responsibilities

Subcontractor Management

• Maintain current and organized subcontractor files and documentation.

• Collect and track required subcontractor documents including W-9s certificates of insurance licenses agreements and other required paperwork.

• Monitor expiration dates and follow up with subcontractors when updated documents are needed.

• Ensure subcontractors are properly documented before beginning work.

Invoicing & Accounts Receivable

• Prepare and send customer invoicesin a timely manner.

• Review completed work and job information to ensure invoices areaccurate.

• Track outstanding invoices and follow up on past-due accounts as needed.

• Process and organize subcontractor invoices for completed work.

• Maintainaccuraterecords of payments invoices and job expenses.

Scheduling & Job Coordination

• Coordinate andmaintainproduction schedules for roofing projects.

• Schedule subcontractors materials inspections deliveries and other job-related activities.

• Communicate schedule changes with customers subcontractors suppliers and management.

• Keep job statuses and important dates updated inAccuLynx.

• Help ensure jobs move efficiently from sold to completed.

AccuLynx& Job Costing

• Maintainaccurateand up-to-date customer and job information inAccuLynx.

• Enter material costs and other job expenses intoAccuLynx.

• Review jobs for missing costs documents invoices and other information.

• Keep job costing information organized andaccurate.

• Upload andmaintainrelevant documents photos invoices and records within theappropriate jobs.

• Assistmanagement with job-cost and profitability reporting.

General Office Administration

• Answer phones emails and general office inquiries.

• Communicate professionally with customers subcontractors suppliers and insurance/industry contacts.

• Maintain organized electronic and paper records.

• Assistthe owner and management team with administrative tasks as needed.

• Identifymissing information or potential issues and follow through until they are resolved.

• Helpestablishand maintain efficient office procedures as the company grows.

Qualifications

• Previousoffice management administrative construction roofing or related experience preferred.

• Strong organizational and time-management skills.

• Excellent attention to detail and accuracy.

• Comfortable working with numbers invoices and job costs.

• Strong written and verbal communication skills.

• Proficient with email Microsoft Office/Google Workspace and basic computer systems.

• Experience withAccuLynxis strongly preferred but training may be provided.

• Ability to prioritize multiple jobs and deadlines in a fast-paced environment.

• Dependable proactive and able to work independently.

• Construction or roofing industry experience is a plus.

Ideal Candidate

The right person for this position is someone whotakes ownership follows through and keeps things from falling through the cracks. They should enjoy organization be comfortable communicating withdifferent typesof people and understand thataccuratepaperwork andtimelyfollow-up are critical to keeping a roofing company profitable and running smoothly.