Office Manager

Position Summary 

We are seeking a dependable, organized, and detail-oriented Office Manager to support the day-to-day operations of a small, growing roofing company. This position will be responsible for keeping office operations organized, maintaining subcontractor documentation, coordinating schedules, managing invoicing, and ensuring that all job-related costs and information are accurately entered and maintained in AccuLynx. 

The ideal candidate is highly organized, comfortable working independently, communicates well with subcontractors and customers, and takes ownership of making sure paperwork, scheduling, and job information stay current and accurate. 

Key Responsibilities 

Subcontractor Management 

• Maintain current and organized subcontractor files and documentation. 

• Collect and track required subcontractor documents, including W-9s, certificates of insurance, licenses, agreements, and other required paperwork. 

• Monitor expiration dates and follow up with subcontractors when updated documents are needed. 

• Ensure subcontractors are properly documented before beginning work. 

Invoicing & Accounts Receivable 

• Prepare and send customer invoices in a timely manner. 

• Review completed work and job information to ensure invoices are accurate. 

• Track outstanding invoices and follow up on past-due accounts as needed. 

• Process and organize subcontractor invoices for completed work. 

• Maintain accurate records of payments, invoices, and job expenses. 

Scheduling & Job Coordination 

• Coordinate and maintain production schedules for roofing projects. 

• Schedule subcontractors, materials, inspections, deliveries, and other job-related activities. 

• Communicate schedule changes with customers, subcontractors, suppliers, and management. 

• Keep job statuses and important dates updated in AccuLynx. 

• Help ensure jobs move efficiently from sold to completed. 

AccuLynx & Job Costing 

• Maintain accurate and up-to-date customer and job information in AccuLynx. 

• Enter material costs and other job expenses into AccuLynx. 

• Review jobs for missing costs, documents, invoices, and other information. 

• Keep job costing information organized and accurate. 

• Upload and maintain relevant documents, photos, invoices, and records within the appropriate jobs. 

• Assist management with job-cost and profitability reporting. 

General Office Administration 

• Answer phones, emails, and general office inquiries. 

• Communicate professionally with customers, subcontractors, suppliers, and insurance/industry contacts. 

• Maintain organized electronic and paper records. 

• Assist the owner and management team with administrative tasks as needed. 

• Identify missing information or potential issues and follow through until they are resolved. 

• Help establish and maintain efficient office procedures as the company grows. 

Qualifications 

• Previous office management, administrative, construction, roofing, or related experience preferred. 

• Strong organizational and time-management skills. 

• Excellent attention to detail and accuracy. 

• Comfortable working with numbers, invoices, and job costs. 

• Strong written and verbal communication skills. 

• Proficient with email, Microsoft Office/Google Workspace, and basic computer systems. 

• Experience with AccuLynx is strongly preferred, but training may be provided. 

• Ability to prioritize multiple jobs and deadlines in a fast-paced environment. 

• Dependable, proactive, and able to work independently. 

• Construction or roofing industry experience is a plus. 

Ideal Candidate 

The right person for this position is someone who takes ownership, follows through, and keeps things from falling through the cracks. They should enjoy organization, be comfortable communicating with different types of people, and understand that accurate paperwork and timely follow-up are critical to keeping a roofing company profitable and running smoothly.