Job Description
Job Description
The Administrative Assistant will report directly to the Operations Manager and provide essential
support to the leadership team, including Production Managers, Field Supervisors, and Sales
Teams. The primary role of the Administrative Assistant is to ensure the smooth functioning of
office operations, maintain accurate documentation, and provide excellent internal and external
customer service.
This role requires exceptional organizational skills, attention to detail, and the ability to manage
multiple tasks effectively. The Administrative Assistant will be a key point of contact for team
members, clients, and vendors, ensuring a professional and efficient workflow.
Responsibilities are not limited to and are subject to change without notice in accordance with
company needs.
Responsibilities :
- Office Management :
- Answer and direct phone calls, emails, and other communications promptly and
professionally.
Maintain a well-organized office environment, including managing supplies,equipment, and cleanliness.
Schedule and coordinate meetings, appointments, and travel arrangements forleadership and team members.
Documentation and Reporting :Accurately prepare, review, and maintain job-related documents such ascontracts, proposals, invoices, and purchase orders.
Update and manage project tracking systems and CRMs to ensure accurate andtimely information is available.
Assist with the preparation of operational and financial reports as needed.Customer and Team Support :Serve as a liaison between clients and the production team, ensuring allcommunications are documented and distributed appropriately.
Provide support in addressing customer inquiries and complaints, escalatingissues as necessary.
Help onboard new hires, ensuring documentation is complete and assisting withtraining coordination.
Scheduling and Coordination :Support job scheduling by coordinating with Production Managers, FieldSupervisors, and crews.
Ensure timesheets, work logs, and other operational data are collected andsubmitted accurately for payroll processing.
Maintain calendars and timelines for multiple ongoing projects to ensuredeadlines are met.
Compliance and Recordkeeping :Ensure all documentation complies with OSHA, state, and company guidelines.Organize and maintain files, both electronic and physical, for easy access andretrieval.
Monitor and renew licenses, certifications, and other required credentials forteam members and the business.
Assist with accounts receivable and accounts payable.Requirements :
Previous administrative experience, preferably in the construction or roofingindustry.
Exceptional organizational and multitasking skills.Strong verbal and written communication skills.Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and CRM software.Ability to work independently with minimal supervision and as part of a team.Attention to detail and a commitment to accuracy.Positive attitude and strong work ethic.Regular and reliable attendance.Familiarity with job costing, scheduling, and documentation processespreferred).
Alignment with company core values, mission statement, and culture.
