Administrative Assistance

Job Description

Job Description

Office Administrator

If you’re looking for a steady, full-time office position where your work matters and you get to be involved in the day-to-day operation of a local company, we’d like to talk with you.

We offer an hourly wage as well as paid holidays, PTO/vacation, OregonSaves, and bonus opportunities.

What a typical day looks like

This isn't a position where you'll sit at a desk doing the same task all day.

You might start the morning answering customer calls and scheduling appointments. From there, you could prepare a work order for a roofing crew, update customer records, send a contract or change order, and make sure paperwork is filed correctly.

Later in the day, you may run an errand around Baker City, communicate with a vendor, send customer emails, prepare state or federal compliance paperwork, or help make sure the field crews have the documents and information they need.

You'll regularly communicate and coordinate with our office manager, owner, accountant, field crews, customers, and vendors.

Your responsibilities will include:

• Answering incoming phone calls and communicating professionally with customers

• Scheduling customer appointments

• Writing and sending emails and other correspondence

• Preparing work orders, change orders, and contracts

• Completing and organizing state and federal compliance forms

• Maintaining electronic and paper records according to established naming and filing procedures

• Filing and organizing company paperwork

• Running occasional business-related errands around Baker City

• Helping keep information moving between the office, customers, vendors, and field crews

You'll report directly to our Office Manager.

The computer side of the job

You don't necessarily need experience with every program we use, but you do need to be comfortable learning software and working on a computer throughout the day.

Our systems include Microsoft Office, Google Docs, Leap, SalesRabbit, CompanyCam, and Adobe.

Strong written communication, basic computer skills, and the ability to keep records accurate and organized are important.

What can be hard about this job

We want to be upfront about this part.

Roofing doesn't always follow a perfect schedule. Weather changes. Customers call with urgent questions. Crews need information. Vendors need answers. Appointments move. And sometimes several of those things happen at once.

There will be interruptions and changing priorities, particularly during our busy roofing season.

At the same time, contracts, work orders, compliance documents, and customer records still need to be accurate and properly filed.

Someone who needs every day to follow a predictable routine probably won't enjoy this position. Someone who likes solving problems, communicating with people, bringing order to a busy office, and finishing the day knowing they helped keep things moving may really enjoy it.

Your first 90 days

First 30 days: You'll work closely with our Office Manager to learn how Landmark Roofing operates. You'll learn our filing and naming systems, software, phone procedures, scheduling process, paperwork, and how information moves between the office and field.

Days 31–60: You'll begin handling more of the daily workload independently, including customer calls, appointment scheduling, emails, document preparation, filing, work orders, and routine administrative paperwork.

Days 61–90: The goal is for you to confidently handle the core responsibilities of the position with limited supervision, know where company information belongs, communicate effectively with customers and crews, and be someone the Office Manager can depend on to keep day-to-day administrative work moving.

What we're looking for

We're looking for someone who communicates well, follows established processes, can learn new software, keeps good records, and doesn't get rattled when priorities change during the day.

Previous office or administrative experience is helpful. Experience in construction, roofing, bookkeeping, scheduling, or a service business is a plus, but we're also willing to consider someone with the right skills and attitude who is ready to learn.