Office Coordinator

Progressive Roofing•Albuquerque, NM

11d•Onsite

About The Position

We are in search of our next great team member! We are looking for someone who is organized, task focus, sociable and ready to jump in and help where and when needed! This role plays a huge part in our success. They are responsible for managing office communications and facilitating key tasks and procedures. They also perform a number of administrative support and customer service tasks to ensure efficient operation of their office environment. This position will be on site and is not a remote position.

Requirements

Prefer 2-3 years’ experience with contracting or construction office background
Proficiency in office management, including scheduling, filing, and correspondence.
Experience in coordinating and managing projects from initiation to completion, including scheduling tasks, tracking progress, and ensuring deadlines are met.
Strong verbal and written communication skills to effectively interact with team members, clients, and stakeholders.
Excellent organizational skills to manage multiple tasks simultaneously and prioritize effectively.
Keen attention to detail to ensure accuracy in documentation, reports, and project deliverables.
Ability to identify issues, analyze situations, and develop solutions to overcome challenges that may arise during project execution.
Familiarity with office software (e.g., Microsoft Office Suite) and project management tools/software for tracking progress and managing tasks.
Ability to collaborate with cross-functional teams and stakeholders to achieve project goals and objectives.
Flexibility to adapt to changing project requirements, timelines, and priorities in a fast-paced environment.
Demonstrated leadership skills to motivate and guide team members towards successful project outcomes.
Candidate must be bilingual in English and Spanish.

Responsibilities

Manage office communications and facilitate key tasks and procedures.
Perform administrative support and customer service tasks.
Create and maintain new hire packets.
Set up and order necessary items for new employees (phones, business cards, credit cards, computers).
Conduct new hire orientations, including AboutTime and safety training.
Track employee information such as sick days, benefits, pay rates, start dates, and assigned assets.
Maintain records of company vehicle assignments and schedule/records of fleet preventative maintenance.
Assist in updating insurance and registration for vehicles, equipment, and trailers.
Process merit and status change forms, personal information changes, and vacation requests.
Maintain employee files.
Submit orders for company phones, business cards, credit cards, and computers for promotions.
Request credit cards and limit adjustments.
Keep employee phone list updated.
Train employees on About Time/WorkMax and device setup.
Daily time and authenticate time records.
Monitor and process per diem.
Process time off requests in AboutTime/WorkMax and submit approved paperwork.
Approve daily time records.
Assist employees with questions regarding checks, time off, and vacation time.
Order and stock office equipment and supplies.
Order shirts, hats, sweatshirts, gloves, and misc. safety gear.
Order devices for employees (company phones, tablets, and laptops) and assist with setup.
Work with the IT department to order and set up devices for new and promoted employees.
Serve as the IT department's point of contact for the branch for tech issues.
Enter job information into Sage software, including estimates and contracts.
Review contracts and secure all requested documentation.
Enter change orders in the system.
Enter all sub-contracts (insurance and all other docs).
Create SOVs and enter them in the system.
Request, secure, and renew building permits, state and city business licenses, insurance certificates, bonds and consent of surety, supplier lien waivers and finals, pre-liens, and permit/manufacturer inspections.
Secure insurance for each job and payment & performance bonds as needed.
Submit wage decisions for prevailing wage to Phoenix.
Prepare job books (print and bind).
Run job cost reports, labor reports, and billing worksheets.
Prepare WIP notes.
Enter job info into FCS.
Invoice jobs and make collection calls on invoices; track payment and overdue accounts.
Close out jobs in Sage.
Assist in job close out documents with PM.
Assist in ordering product through vendors.
Create POs in Timberline, providing information to requestors and vendors.
Track purchase order costs on ongoing jobs.
Communicate with customers to gather information for service work orders.
Enter work orders into Sage and FCS.
Assist Services manager in dispatching service calls.
Monitor service progress and follow up with techs and clients.
Provide clients with status updates and pictures.
Calculate costs and invoice customers for service work.
Monitor payments and call customers for service work.
Assist Safety Manager with accident/injury paperwork and inquiries.
Provide weekly payment projections for corporate.
Handle questions/discrepancies regarding payroll, benefits, vacation time, lodging, and policies.
Record and track all invoicing, payments, and change orders.
Set up new customers in AR system.
Bi-weekly, fill out and send in Visa Recaps in Concur and Home Depot recaps.
Create spreadsheets, policies, etc. as requested.
Enter inventory in Timberline/Sage.
Assist in collections.
Book flights, rental cars, hotels for travel and manage ongoing reservations.
Answer branch incoming calls and forward calls/take messages.
Fax, copy, scan, file, etc.
Set up files and local systems in branch, including E-files.
Run errands (post office, office supplies, Costco, etc.).
Notarize documents as needed.
Send out Fed Ex items and certified letters.
Track down paperwork from various departments.
Maintain organization of the branch.
Undertake other projects as determined.