Operations Administrative Assistant

**Administrative Operations Manager

American Roofing Florida

Posted on behalf of American Roofing Florida by Toricent Labs

Location: Florida

Engagement Type: 1099 Independent Contractor

Compensation: $45,000–$60,000 annually, depending on experience

About American Roofing Florida

American Roofing Florida is a roofing contractor dedicated to delivering high-quality roofing solutions, dependable service, and an exceptional customer experience.

We are seeking a highly organized, detail-oriented, and proactive Administrative Operations Manager to oversee the day-to-day administrative and customer-facing operations of the business as an independent contractor.

This individual will serve as the central point of coordination between customers, sales representatives, roofing crews, suppliers, and company leadership.

The ideal candidate is comfortable taking ownership of office operations, managing multiple priorities, and ensuring every customer receives timely, professional service from their initial inquiry through final payment.

Key Responsibilities

Customer Communications & Lead Management

* Answer incoming phone calls, emails, and customer inquiries professionally and promptly.

* Serve as the primary point of contact for customers throughout the roofing process.

* Qualify incoming leads, collect project information, and schedule initial inspections or consultations.

* Follow up with prospective customers regarding outstanding estimates and pending decisions.

* Maintain accurate customer records, communications, and project details in the company’s CRM.

* Address routine customer questions, scheduling changes, and service concerns.

Scheduling & Project Coordination

* Manage appointment scheduling for inspections, estimates, installations, and follow-up visits.

* Coordinate daily and weekly schedules with sales representatives, project managers, and roofing crews.

* Communicate scheduling updates, project timelines, and appointment confirmations to customers.

* Monitor upcoming projects and ensure necessary administrative preparations are completed.

* Assist with coordinating material deliveries and supplier communications.

* Identify scheduling conflicts and resolve operational issues proactively.

Estimating & Proposal Preparation

* Prepare residential and commercial roofing estimates using company-approved pricing structures, material costs, and labor rates.

* Review roof measurements, inspection reports, and project specifications to develop accurate estimates.

* Generate professional customer proposals and estimates using company software.

* Coordinate with sales representatives or project managers to clarify project scope and pricing.

* Maintain organized records of estimates, approvals, and signed agreements.

* Follow up on outstanding proposals to support customer conversion and revenue growth.

Invoicing & Payment Collection

* Prepare and send accurate customer invoices according to project milestones and contract terms.

* Collect and process customer deposits, progress payments, and final balances.

* Monitor accounts receivable and follow up professionally on outstanding payments.

* Maintain accurate payment records and ensure transactions are properly documented.

* Coordinate with company leadership or accounting personnel regarding payment discrepancies.

* Assist with reconciling invoices and payment records through company accounting systems.

Administrative & Business Operations

* Oversee daily administrative workflows to ensure smooth and efficient business operations.

* Maintain organized digital records of customer contracts, project documents, invoices, and communications.

* Manage information within the company’s customer relationship management and field service software.

* Coordinate communication between office personnel, field teams, suppliers, and management.

* Track open projects, pending estimates, outstanding invoices, and customer follow-ups.

* Identify opportunities to improve internal processes, reduce administrative delays, and enhance customer satisfaction.

* Provide regular operational updates to company leadership.

Required Qualifications

* 2+ years of experience in office administration, operations coordination, construction administration, or a related position.

* Strong organizational skills and the ability to manage multiple projects simultaneously.

* Excellent written and verbal communication skills….