On-Site, San Leandro, CA area
Nations Roof is one of the largest and most respected commercial roofing contractors in the United States, delivering high-quality, cost-effective solutions nationwide. Our expertise spans all roofing systems, waterproofing, coatings, and sustainable technologies. We are driven by a commitment to safety, quality, and long-term partnerships—with our clients and our people.
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. The Project Administrator also provides cross-functional support to Project and Operations Managers and assists with project coordination as needed.
Essential Functions and Responsibilities:
Administrative & Documentation Support:
Import job setup information into the accounting software, as neededSet up vendors and customers in internal systems and process required documentationWork with the Operations Manager to maintain current business and contractor licensesCreate and maintain internal reports to support Office, Project, and Operations ManagersAssist with organizing and digitizing paper files into an electronic filing systemMaintain and update centralized project and company records
Permit Application & Submission:
Gather all necessary documents from clients and internal teams to complete commercial permit applicationsSubmit applications to local and state government agencies for approval, primarily for commercial construction and roofing permitsResearch jurisdiction-specific permitting requirements to ensure accurate and timely submissionsSupport 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 billingPrepare monthly billing applications for review and submissionReconcile vendor statements and ensure accurate invoice documentationCreate and enter purchase orders in the accounting softwareScan, enter, and route payables for proper approvalsRecord customer payments and related transactions in accounting softwarePrepare standard past-due notices and support collections processes as directedCommunicate with project contacts regarding schedules and required documentation
Project Assistance:
Assist Project Managers as required with coordination tasks related to commercial production jobsSupport tracking and management of submittals, lien releases, preliminary notices, and related vendor documentationReceive, organize, and maintain construction-related documents
General Office Support:
Handle incoming and outgoing calls and emails; provide phone coveragePerform accurate data entry and clerical duties in support of project and office operationsCross-train to provide backup support for other administrative rolesCarry out additional duties as assigned by the Office Manager, Operations Manager, or Project Managers
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 skillsStrong ability to plan, organize, and meet deadlines while maintaining a high level of accuracy and qualityProficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfortable learning other software toolsExperience with accounting software and ERP systems (e.g., Viewpoint) preferredSkilled in operating standard office equipment, including computers, multi-function copiers, and 10-key calculatorsAbility to work independently and remain effective in a fast-paced, deadline-driven environmentStrong attention to detail and accuracy in data entry and financial documentationProfessional and courteous interpersonal skills; able to interact effectively with clients, vendors, and internal staffDemonstrated initiative with the ability to anticipate work needs and take proactive steps to support team objectives
Education/Experience:
High School Diploma or equivalent requiredAssociate’s or Bachelor’s degree in Business Administration, Accounting, or a related field preferredEquivalent combinations of education and experience will be consideredExperience in administrative support, accounting, or project coordination in a construction or service-based environment preferredFamiliarity with permit application processes and documentation management is a plusPrior use of CRM systems (e.g., Salesforce) and accounting/ERP software (e.g., Viewpoint) is desirable
Compensation: $75,000-$90,000/year
Benefits:
- 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.
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