Roofing Project Coordinator

Talent Team•Escondido, CA

4d•$26 - $36•Hybrid

About The Position

At Baker Home Energy, we are seeking a Roofing Project Coordinator to manage the daily administrative and operational support of the Roofing Department. This role is crucial for overseeing office personnel, permitting activities, project scheduling coordination, customer communication, vendor relationships, production documentation, and administrative processes that support efficient roofing operations. As the primary administrative leader for the roofing business, you will partner closely with Roofing Production, Sales, Service, and Finance teams to ensure projects move efficiently from contract execution through completion and closeout. We are looking for talented individuals who are eager to grow their careers while helping us deliver the trusted service our customers have relied on for generations.

Requirements

High school diploma or GED required
Minimum of 3 - 5 years of Roofing orientated experience in office administration, operations coordination, construction administration, or project support required.
Proficiency in Microsoft Office Suite, Outlook, Excel, Teams, and Word.
Experience with CRM, ERP, and construction management software.
Strong reporting, data management, and document control skills.
Ability to manage project documentation, permits, inspections, and scheduling systems.
Demonstrates leadership, accountability, professionalism, urgency, and follow-through.
Builds trust through reliability, communication, and customer focus.
Maintains a solution-oriented approach when managing competing priorities.
Collaborates effectively across departments.
Demonstrates ownership of departmental performance and customer experience.
Maintains high standards for organization, accuracy, and execution.

Nice To Haves

Operations Coordination, Construction Coordination, related experience preferred.
Experience supporting roofing, construction, home improvement, solar, or related trades is strongly preferred.
Experience with permitting, scheduling, production coordination, and customer service preferred.
Valid driver's license preferred.
Experience with digital workflow and document management platforms.

Responsibilities

Manage daily administrative functions supporting roofing installations, repairs, reroofs, and service projects.
Develop and maintain department workflows, processes, and documentation standards.
Ensure roofing projects are properly set up, documented, and tracked through completion.
Monitor project administrative milestones, including Designs, BOMs, permits, inspections, material deliveries, and job closeout requirements.
Keep strong relationships with subcontractors and initiate all subcontracts.
Identify process improvement opportunities to improve departmental efficiency and customer experience.
Coordinate production schedules with Roofing Manager, Foremen, and Customers.
Coordinate crew scheduling, material delivery coordination, and inspection scheduling.
Monitor job readiness and ensure required documentation is complete before project starts.
Communicate schedule changes and project updates to customers and internal stakeholders.
Support project closeout and final documentation processes.
Work with service team to schedule roofing service calls.
Manage all sub-contractors schedules and sub-contracts.
Manage all project change orders with HO and sub-contractors.
Oversee permit application, submission, tracking, and approval processes.
Coordinate inspections with local jurisdictions and regulatory agencies.
Maintain permit records and compliance documentation.
Ensure project files meet company and regulatory requirements.
Serve as a primary point of contact for administrative customer inquiries.
Manage customer communications related to scheduling, project status, inspections, and project completion.
Assist in resolving customer concerns and escalations.
Ensure customers receive timely, accurate, and professional communication throughout the project lifecycle.
Support customer satisfaction initiatives and project follow-up.
Direct administrative coordinators, schedulers, permitting specialists, and office support personnel.
Establish departmental expectations and performance standards.
Support recruiting, onboarding, training, coaching, and performance management.
Promote accountability, teamwork, and continuous improvement.
Develop cross-training programs to improve departmental flexibility and support.
Coordinate with suppliers, distributors, manufacturers, and vendors.
Support material ordering processes and delivery scheduling.
Track vendor performance and maintain vendor relationships.
Assist with invoice reconciliation and purchasing documentation.
Ensure project teams receive accurate material and delivery information.
Prepare operational reports related to production, permitting, scheduling, and customer service metrics.
Maintain roofing department records and documentation.
Track departmental KPIs and assist leadership with performance reporting.
Support budget tracking and administrative cost controls.
Assist leadership with special projects and operational initiatives.