Executive Assistant / 2 + years Construction Administrative exp

Office AssistantPosition Overview

We are looking for a dependable, organized, and professional Office Assistant to support our management, sales, and field operations. This position will be responsible for keeping the office running smoothly, handling incoming calls and scheduling, assisting management with reports and administrative tasks, supporting the sales team, and helping with basic bookkeeping and permitting.

The ideal candidate is someone who is organized, communicates well, can multitask, and is comfortable working in a fast-paced construction environment. This position requires someone who takes initiative, follows through on tasks, and can effectively prioritize competing demands.

Key ResponsibilitiesPhone & Customer Support

• Answer incoming phone calls in a professional and friendly manner.
• Determine the purpose of each call and either assist the customer or forward the call to the appropriate person.
• Take accurate messages and ensure calls are directed to the appropriate team member.
• Schedule appointments for estimates, inspections, repairs, and other services.
• Communicate appointment details to customers, sales staff, and field personnel.
• Respond to basic customer questions and direct more complex questions to the appropriate team member.
• Maintain a professional and helpful attitude with homeowners, vendors, employees, and other callers.

Management & Administrative Support

• Assist management with day-to-day administrative tasks.
• Prepare and organize reports for completed/closed jobs.
• Assist with job tracking, project status reports, and quoting reports.
• Gather information from field staff, sales, and accounting to help management maintain accurate records.
• Enter and maintain job and customer information in company systems.
• Organize documents, invoices, receipts, permits, and other project paperwork.
• Help maintain accurate and up-to-date office records.
• Assist management with special projects and other administrative tasks as needed.

Bookkeeping & Accounts Payable

• Assist with basic bookkeeping and financial recordkeeping.
• Process and organize incoming invoices.
• Assist with bill paying and accounts payable.
• Track bills, payments, receipts, and other financial documentation.
• Assist with reconciling basic records and identifying discrepancies.
• Maintain organized financial files and documentation.
• Work with management and/or accounting to ensure bills and payments are processed accurately and on time.

Permits & Job Documentation

• Pull and obtain permits for roofing and construction projects.
• Submit permit applications and required documentation to local jurisdictions.
• Track permit status and follow up as needed.
• Maintain organized records of active and completed permits.
• Assist with scheduling inspections when required.
• Ensure required paperwork is properly filed and available to the appropriate team members.

Sales Team Support

• Provide administrative support to the sales team.
• Assist sales representatives with scheduling appointments and coordinating customer information.
• Prepare and organize documents needed for estimates and proposals.
• Assist with quotes and other sales-related paperwork.
• Help track leads, estimates, follow-ups, and sales activity.
• Enter and update customer and project information.
• Assist sales staff with obtaining permits, documentation, photos, and other information they need to move projects forward.
• Help ensure sales representatives have the information and resources needed to stay organized and productive.

Qualifications

• Previous office or administrative experience preferred.
• Construction, roofing, or home-improvement industry experience is a plus.
• Strong organizational and time-management skills.
• Excellent phone and communication skills.
• Professional and friendly customer-service approach.
• Basic bookkeeping and accounting knowledge.
• Comfortable working with invoices, bills, receipts, and financial records.
• Strong computer skills and ability to learn new software and systems.
• Ability to multitask and prioritize throughout the day.
• Strong attention to detail and accuracy.
• Ability to work independently while also functioning as part of a team.
• Reliable, dependable, and willing to take initiative.
• Ability to maintain confidentiality with customer and company information.

Ideal Candidate

The ideal candidate is a reliable, organized, and proactive team player who enjoy…