Administrative Support - Operations
About the role
Infinity Replacement is our dedicated replacement window and door business where we bring Marvin’s legacy of quality directly to homeowners. Through a direct-to-consumer model, we deliver premium fiberglass products, personalized in-home consultations, and professional installation—making the window replacement process simple, seamless, and satisfying. The Operations Administrator plays a critical role in supporting field operations by managing the permitting process for residential window and door installation projects, ensuring all local, state, and municipal compliance requirements are met for every installation. In this role, you will work with cross-functional departments—accounting, logistics, technical service, and sales—as well as external agencies to maintain strong relationships and ensure project compliance. The ideal candidate is highly organized, detail-oriented, and able to build strong relationships with internal teams and external agencies.
From people to products, Marvin is committed to creating better ways of living. When you join this family-owned and -led window and door company, you belong to a community full of opportunities. For more than a century, we’ve been at the forefront of designing, building, and engineering premium, award-winning products. Today, Marvin is also proud to have been named a Top Large Employer by Forbes Magazine two years in a row, in 2024 and 2025. With operations in 19 cities across North America, we manufacture Marvin’s quality products, including Infinity Replacement Windows and Doors, and TruStile Doors. Together, we uphold our values and foster a culture where safety and the wellbeing of our people comes first.
Responsibilities
- Obtain, submit, and track building permit applications with local municipalities to ensure projects remain on schedule.
- Serve as the primary point of contact for permitting agencies, responding to requests and resolving permit-related issues.
- Maintain accurate permit records and provide timely updates to project managers, installers, and operational leadership.
- Review and process installer onboarding paperwork for accuracy and completeness.
- Manage company fleet administration, including registrations, inspections, insurance renewals, gas cards, and accident reporting.
- Conduct audits of completed projects to ensure documentation accuracy and compliance with company and regulatory standards.
- Receive and audit project orders and provide accounting with daily sales and order reporting.
- Partner with Operations, Sales, Accounting, Logistics, and Technical Service teams to support efficient project execution and customer satisfaction.
Requirements
- High school diploma or equivalent
- 2 years of Administrative or Customer Service experience
- Organizational skills and ability to balance multiple priorities
- Strong commitment to excellence and meticulous attention to detail for performing complex audit functions and maintaining regulatory compliance
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Excellent verbal and written communication skills to work effectively with cross‑functional teams
- Exceptional interpersonal skills while observing professionalism and diplomacy at all times
- Ability to work individually as well as part of a team
- Ability to adapt to new technology