What are the responsibilities and job description for the Office Coordinator - Commercial Roofing position at Executive Roofing Systems Inc?
ABOUT US:
Executive Roofing Systems is a Commercial Roofing Company specializing in long-term relationships with Retailers, Property Owners, and Managers. We are a full-service Roofing Contractor providing roof maintenance, full roof replacements and installations, and specialized maintenance programs.
We are not your run-of-the-mill roofing company. Executive Roofing is first, and foremost, a family. Our primary inspirations are the growth of our business, the betterment of our employees, and the happiness of our clients, all accomplished through a positive and inclusive family environment.
We love and encourage coaching and learning daily, and we want to help you grow personally and professionally. Offering a great environment and a position that is not micromanaged, but rather one that lets you feel empowered and do what you enjoy!
We are seeking a highly organized and proactive Office Coordinator to support multiple areas of our business and ensure smooth day-to-day operations.
POSITION OVERVIEW:
The Office Coordinator plays a vital role in ensuring smooth operations across sales, marketing, project and service management, finance, and administration. As the central hub of the office, this individual enhances efficiency, supports cross-department collaboration, and contributes to an exceptional customer experience.
We are seeking a highly organized and proactive professional to join our team. In this role, you will provide essential support to our leadership team, oversee daily office administration, and coordinate roofing projects. Your contributions will be key to driving business growth and operational success.
DUTIES & RESPONSIBILITIES:
Sales & Marketing Coordination:
- Assist with executing sales strategies and providing administrative support to the sales team.
- Help manage marketing initiatives—including social media, brand awareness, and promotional activities—while supporting the creation of marketing materials.
- Maintain CRM, track leads, and generate sales-related reports to support business development.
- Support marketing campaigns, events, and client engagement activities.
Operations Coordination (Project & Service Support):
- Assist in coordinating and overseeing roofing projects and service requests from initiation to completion.
- Act as the main point of contact for clients, providing updates, addressing inquiries, and ensuring a high level of customer service.
- Receive, schedule, and dispatch service personnel while managing project and service schedules.
- Help allocate resources, including dumpsters, equipment, and materials, to ensure project efficiency.
- Maintain and update company databases with accurate project and client records.
- Manage client and vendor contracts, company prequalification applications, and provide required documentation.
- Assist with invoicing, job costing, and tracking project expenses for accurate financial reporting.
- Prepare and edit reports, presentations, proposals, and other project-related documents.
- Oversee client service agreements, ensuring compliance and timely renewals.
Finance & Administrative Support:
- Provide comprehensive support to the leadership team, including managing calendars, screening phone calls, and anticipating executive needs.
- Organize and maintain company documents, records, and other confidential information.
- Serve as the first point of contact for office visitors and phone inquiries while managing general administrative tasks.
- Oversee daily office operations, ensuring efficiency and managing office supplies, equipment, and basic facilities maintenance.
- Address day-to-day operational challenges and find effective solutions.
- Coordinate and plan office events, meetings, and company gatherings to foster culture and engagement.
- Assist with recruitment, hiring, and onboarding processes for new employees.
- Identify opportunities for process improvements and increased efficiency.
- Assist in managing vendor accounts and handling administrative tasks.
WHAT WE’RE LOOKING FOR:
- Proven experience in office coordination or administrative roles within construction or a related industry.
- Strong organizational skills with attention to detail; ability to multitask to complete a wide variety of tasks.
- Effective interpersonal and communication skills both written and verbal.
- Excellent customer service skills.
- Self-directed, proactive, and independently capable of managing workload so deadlines are met.
- Flexible, able to work under pressure and adapt to changes.
- Experience with CRM Software, Microsoft Office Suite, Shared File Drives, and social media platforms.
- A proactive mindset with a willingness to take initiative and improve processes.
COMPENSATION AND BENEFITS:
- Competitive salary and benefits.
- Be a part of a growing company that values teamwork, innovation, and professional development.
- A positive, collaborative work environment where your contributions truly make a difference.
If you are a highly motivated and resourceful individual who thrives in a fast-paced environment, we’d love to hear from you! Apply today to join our team.