JOB TITLE: Office Coordinator
FLSA Status: Non-Exempt
SUPERVISORY RESPONSIBILITY: None
JOB TYPE: Full-time
DATE: 11/13/2023
JOB DESCRIPTION/OBJECTIVE:
Executive Roofing Systems is a Commercial Roofing Company specializing in long-term relationships with Retailers, Property Owners, and Managers. We are a full-service Roofing Contractor providing roof maintenance, full roof replacements, and specialized maintenance programs.
We are not your run-of-the-mill roofing company. Executive Roofing is first, and foremost, a family. Our primary inspirations are the growth of our business, the betterment of our employees, and the happiness of our clients, all accomplished through a positive and inclusive family environment.
We love and encourage coaching and learning daily, and we want to help you grow personally and professionally. Offering a great environment and a position that is not micromanaged, but rather one that lets you feel empowered and do what you enjoy!
We are currently seeking a dynamic and versatile individual to join our team in the role of Office Coordinator. This position is pivotal in providing comprehensive support to our leadership team, overseeing and managing office administration, and coordinating roofing projects. This role will be instrumental in contributing to the growth and development of the business.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Executive Assistant:
- Provide comprehensive executive support to the leadership team, including the CEO & COO
- Manage calendar schedules and organize meetings and appointments
- Screen phone calls, emails, and other communications, anticipating the needs of executives
- Anticipate and assist executives with administrative tasks
- Prepare and edit reports, presentations, and other documents
- Organize and maintain files, records, and other confidential information
- Address day-to-day issues, and challenges, and find effective solutions
Office/Business Management:
- Serve as the first line of reception in the office and on phones
- Manage general administrative tasks such as answering phones, responding to emails, and correspondence
- Oversee and help manage daily office operations, ensuring efficiency and managing office supplies, equipment, and basic facilities maintenance
- Act as a point of contact for internal and external communication
- Coordinate and plan office events, meetings, and other occasions
- Ensure meeting materials are prepared, available, and organized
- Organize and update all company assets/forms on the shared drive
- Identify opportunities for process improvement and efficiency
- Assist with executing marketing initiatives including social media, brand awareness, and promotional activities
- Manage vendor accounts
- Assist in the recruitment and onboarding process for new employees, and weekly payroll
- Prioritize and manage multiple tasks and responsibilities efficiently
- Assist sales, marketing, finance, and operations teams
Project Coordinator:
- Assist with coordinating and overseeing roofing projects from initiation to completion
- Provide customer service and act as the main point of contact for clients regarding inquiries and updates
- Maintain company database with accurate and up to date information
- Work with the COO to coordinate the allocation of resources, including labor, equipment, and materials
- Receive service requests, schedule, and dispatch service personnel, and manage project schedules
- Manage client contracts, including creation, coordination of any changes, finalization for signature, and invoicing
- Generating reports of project activities, highlighting key performance indicators
SKILLS/CORE COMPETENCIES REQUIRED/PREFERRED:
- Strong organizational skills with attention to detail; ability to multitask to complete a wide variety of tasks
- Effective interpersonal and communication skills both written and verbal
- Excellent Customer Service skills
- Self-directed, proactive, and independently capable of managing workload so deadlines are met
- Flexible, able to work under pressure and adapt to changes
- Proficient in Microsoft Word, Excel, PowerPoint, Shared File Drives, and Outlook (electronic scheduling)
EDUCATIONAL/EXPERIENCE REQUIRED/PREFERRED:
- Bachelor’s degree – Business Management, Administration, or Commensurate Experience
- 2 - 3 years experience in Executive Assistant role, Customer Service, and/or Office Management