Office Staff

HCX ROOFING

Position:

Office Staff /

Administrative Coordinator Department:

Operations & Administration Reports To:

Office Manager /

Owner Employment Type:

Full-Time Location:

On-Site Compensation:

Competitive — Based on Experience Position Summary HCX Roofing is seeking a motivated, organized, and customer-focused Office Staff member to be the backbone of our daily operations. This role is the first point of contact for our customers and plays a critical part in keeping our crews scheduled, our projects running smoothly, and our office organized. As the company grows, this position has a clear pathway into materials ordering and expanded administrative responsibilities. Core Responsibilities Phone & Customer Communication Answer all inbound calls professionally and promptly, representing the HCX brand Respond to voicemails, emails, and online inquiry forms in a timely manner Conduct follow-up calls with leads, estimates, and past customers Handle customer concerns and complaints with professionalism, escalating when necessary Provide basic information about services, pricing ranges, and timelines Scheduling & Dispatch Schedule roofing estimates, inspections, installations, and repairs Coordinate crew schedules, job assignments, and daily dispatch Confirm appointments with customers via call or text the day before Monitor job progress and communicate any delays or changes to customers and crews Manage and maintain the company calendar and scheduling software Administrative & Office Tasks Prepare, organize, and file contracts, work orders, warranties, and permits Assist with creating and sending customer invoices and collecting payments Maintain customer records and project notes in CRM software Support the estimating process by organizing bid documents and proposals Process and sort mail, manage office supply inventory Assist with payroll data entry, timesheets, and expense tracking Prepare weekly job reports and status summaries for management Handle basic bookkeeping tasks and assist with accounts receivable/payable as needed Coordinate with insurance companies for storm damage claims and documentation Materials Ordering (Growth Opportunity) Learn and support the materials ordering process for roofing jobs Place orders with suppliers for shingles, underlayment, flashing, and accessories Track delivery schedules and confirm materials arrive on time for job start dates Manage purchase orders and maintain accurate records of orders and receipts Build relationships with vendor representatives and compare pricing when needed Monitor material costs and flag any discrepancies to management Additional Responsibilities Greet walk-in customers and visitors professionally Assist with marketing efforts such as managing Google reviews, social media responses, or mailer campaigns Coordinate subcontractors' schedules and documentation (insurance, licenses) Support permit applications and follow up with local municipalities Help with Certificates of Insurance and lien waiver tracking Maintain company vehicle logs and equipment records Assist with organizing and planning company events or crew appreciation activities Perform other duties as assigned by management Qualifications & Skills Required High school diploma or GED equivalent Strong verbal and written communication skills Proficiency with Microsoft Office (Word, Excel, Outlook) or Google Workspace Ability to multitask in a fast-paced environment with a positive attitude Highly organized with strong attention to detail Self-starter who takes initiative and follows through on tasks Dependable, punctual, and professional in appearance and conduct Preferred Prior experience in a construction, roofing, or trade industry office setting Experience with scheduling or CRM software (JobNimbus, AccuLynx, Salesforce, etc.) Basic bookkeeping or QuickBooks experience Experience handling insurance claims or supplements Bilingual (English/Spanish) is a plus What HCX Offers Competitive pay based on experience Opportunity to grow into a senior administrative or operations role A team-oriented, supportive work environment Paid time off and holidays Room to grow as the company expands

Pay:

From $20.00 per hour

Work Location:

In person