Construction Office Manager

Position Summary

The Construction Office Manager, under the direct supervision of the Office Manager (or other reporting manager listed above), is responsible for a variety of administrative, clerical, and project-related support tasks. This role ensures the smooth operation of business functions and supports project execution through accurate documentation, data processing, and general office coordination.

Essential Functions And Responsibilities

• Administrative & Documentation Support: Import job setup information into the accounting software, as needed
  Set up vendors and customers in internal systems and process required documentation
  Create and maintain internal reports to support Office, Project, and Operations Managers
  Maintain and update centralized project and company records

• Permit Application & Submission: Gather all necessary documents from clients and internal teams to complete commercial permit applications
  Submit applications to local and state government agencies for approval, primarily for commercial construction and roofing permits
  Research jurisdiction-specific permitting requirements to ensure accurate and timely submissions
  Support the permitting process throughout the project lifecycle, from application to final approvals

• Project & Financial Support: Generate customer invoices using the CRM system; submit as needed for billing
  Prepare monthly billing applications for review and submission
  Reconcile vendor statements and ensure accurate invoice documentation
  Create and enter purchase orders in the accounting software
  Scan, enter, and route payables for proper approvals
  Record customer payments and related transactions in accounting software
  Create standard past-due notices and support collections processes as directed

• Project Assistance: Assist Project Managers as required with coordination tasks related to commercial production jobs
  Track and manage submittals, lien releases, preliminary notices, and related vendor documentation
  Receive, organize, and maintain construction-related documents

• General Office Support: Handle incoming and outgoing calls and emails; provide phone coverage
  Perform accurate data entry and clerical duties in support of project and office operations
  Cross-train to provide backup support for other administrative roles

• Other Duties As Assigned: Carry out additional duties as assigned by the Office Manager, Operations Manager, or Project Managers

Skills/Knowledge

• Excellent verbal and written communication skills
• Strong ability to plan, organize, and meet deadlines while maintaining a high level of accuracy and quality
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Comfortable learning other software tools
• Experience with accounting software and ERP systems (e.g., Viewpoint) preferred
• Skilled in operating standard office equipment, including computers, multi-function copiers, and 10-key calculators
• Able to work independently and remain effective in a fast-paced, deadline-driven environment
• Strong attention to detail and accuracy in data entry and financial documentation
• Professional and courteous interpersonal skills; able to interact effectively with clients, vendors, and internal staff
• Demonstrated initiative with the ability to anticipate work needs and take proactive steps to support team objectives

Education/Experience

• High School Diploma or equivalent required
• Associate’s or Bachelor’s degree in Business Administration, Accounting, or a related field preferred
• Equivalent combinations of education and experience will be considered
• Experience in administrative support, accounting, or project coordination in a construction or service-based environment preferred
• Familiarity with permit application processes and documentation management is a plus
• Prior use of CRM systems (e.g., Salesforce) and accounting/ERP software (e.g., Viewpoint) is desirable

Compensation

$75,000-$90,000/year
Competitive base salary plus uncapped commission structure
Comprehensive benefits package: medical, dental, vision, life, and disability insurance
Paid time off and holidays; 401(k) with company match
Career growth opportunities within a national organization

Nations Roof is an Equal Opportunity Employer

We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other protected characteristic. Reasonable accommodations are available for individuals with disabilities. Our company is a Drug-Free Workplace. NO RECRUITING AGENCIES. All candidates must be authorized to work in the United States. #IND123