An Office Manager directs administrative staff and manages workflow in a business office. Supervises clerical work, tracks office supplies, oversees maintenance for office equipment and manages budget for office expenses. May hire and train staff.
We are seeking an organized, dependable, and proactive Office Administrator / Project Coordinator to assist with the day-to-day administrative operations of our construction and restoration company. This position will primarily focus on customer communication, project organization, scheduling, insurance claim follow-up, documentation, and general office administration. Estimating experience is not required, although construction or insurance restoration experience is a plus. Responsibilities Answer and respond to customer phone calls, emails, and general inquiries Provide homeowners with project updates and follow up on outstanding items Maintain organized digital and physical project files Collect and upload project documents, photos, invoices, contracts, and other required paperwork Communicate with insurance adjusters regarding claim status, payments, estimates, and requested documentation Follow up on outstanding insurance payments and customer balances Schedule appointments, inspections, crews, subcontractors, and project-related meetings Assist with coordinating roofing, restoration, and construction projects Track projects from initial contact through completion Maintain project status lists and follow-up schedules Prepare and send contracts, invoices, estimates, and other documents as directed Obtain required signatures and documentation from customers Follow up with subcontractors regarding scheduling and project progress Assist with material orders and delivery coordination Maintain customer information and project records Assist with accounts receivable and payment tracking Perform general administrative duties including filing, data entry, scanning, emailing, and document preparation Identify outstanding tasks and follow up without needing constant direction Assist management with additional administrative tasks as needed Qualifications Strong organizational and time-management skills Professional phone and email communication Comfortable communicating with homeowners, subcontractors, vendors, and insurance representatives Ability to manage multiple projects and deadlines at once Strong attention to detail Comfortable learning construction terminology and insurance claim processes Basic computer and Microsoft Office/Google Workspace skills Reliable and able to work independently Previous administrative, construction, restoration, roofing, or insurance experience is preferred but not required Additional Responsibilities This is primarily an in-office administrative position ; however, there may be occasional tasks that require leaving the office or meeting with clients.
Responsibilities may include:
Picking up payments or checks from clients Picking up materials, samples, or documents from vendors or suppliers Looking for and sourcing materials needed for construction or remodeling projects Taking material samples to clients or assisting clients with viewing/selecting materials Meeting with clients in person when needed to collect documents, payments, signatures, or provide materials Running occasional business-related errands Communicating professionally with customers, vendors, suppliers, and subcontractors both over the phone and in person The ideal candidate should be comfortable driving when needed, interacting with clients face-to-face, learning about the materials and projects we work with, and adapting to different day-to-day responsibilities. Because we work in construction and remodeling, every day may look a little different. We are looking for someone who is organized, dependable, willing to learn, takes initiative, and can become comfortable handling tasks independently once trained.
