Office Manager / Administrative Coordinator

Job Description

Job Description

Our Home Improvement Company is looking for a highly organized, dependable, and professional

Office Manager / Administrative Coordinator

to help keep our growing window and door company running smoothly.

This is primarily an

administrative and office-management position

, working closely with our Operations Manager, sales team, vendors, installers, customers, and ownership.

While your primary responsibility will be the administrative side of the business,

you will also be cross-trained with our Operations Manager on key operational and production functions.

Our goal is to have knowledgeable team members who understand how the entire business works and can provide coverage for one another when necessary.

We are looking for someone who takes ownership of their responsibilities, stays ahead of deadlines, communicates professionally, and enjoys creating order in a busy office environment.

What You'll Be Responsible For Responsibilities May Include: Manage the day-to-day administrative functions of the office and help maintain an organized, professional, and efficient work environment. Answer phones, monitor company email, route inquiries, and provide professional customer service. Communicate with customers regarding appointments, paperwork, project status, scheduling, payments, service requests, and other project-related matters. Schedule and confirm customer appointments and coordinate calendars for sales, operations, and management. Maintain accurate customer and project information in our CRM and company systems from initial sale through project completion. Prepare, organize, and maintain contracts, change orders, work orders, purchase orders, customer files, and other required project documentation. Follow up on missing paperwork, signatures, deposits, approvals, customer balances, and other outstanding items. Process customer payments, deposits, invoices, and receipts and assist with accounts receivable, accounts payable, QuickBooks, and basic bookkeeping functions. Communicate with manufacturers, suppliers, and vendors regarding product orders, order confirmations, delivery dates, backorders, and order-related issues. Assist with product and material ordering and verify that manufacturer orders and specifications match customer contracts. Coordinate administrative information and paperwork between sales, operations, vendors, installers, customers, and management. Support the Operations Manager with active projects, including project tracking, installation scheduling, customer confirmations, and other operational responsibilities as needed. Coordinate service and warranty requests, including customer scheduling, manufacturer communication, and follow-up through resolution. Assist with permits, HOA documentation, inspections, completion paperwork, and other required project documentation when applicable. Prepare and maintain reports, spreadsheets, company records, licenses, insurance documents, warranties, and other administrative information. Assist management with employee paperwork, onboarding, timekeeping/payroll information, recruiting, and other administrative needs. Help develop and improve office procedures, systems, and processes to increase organization and efficiency. Take ownership of administrative issues, monitor deadlines, follow up on outstanding items, and ensure responsibilities are carried through to completion.

Cross-Training & Operations Support Although this is primarily an

Office Manager / Administrative Coordinator position

, you will be cross-trained with our Operations Manager in key areas of the business. We believe a strong office team should understand the entire customer and project process—not just one piece of it. You will learn important operational functions so you understand how a project moves from the initial sale through ordering, scheduling, installation, service, and completion.

This cross-training will allow you to: Provide backup coverage when the Operations Manager is on vacation or out of the office Understand installation and production schedules Assist with scheduling installations when necessary Understand product ordering and order tracking Communicate effectively with installers, manufacturers, and vendors Understand how active projects move through production Help identify issues that could delay a customer's project Assist with service and warranty coordination Respond intelligently to customer questions regarding the status of their project Handle time-sensitive operational matters when the Operations Manager is unavailable Help keep projects moving during vacations, absences, or particularly busy periods

This does not mean we are hiring a second Operations Manager.

Your primary role will remain office administration and coordination. However, we do expect the person in this position to develop a working knowledge of our operations and be capable of stepping in and handling essential responsibilities when needed. Likewise, our goal is to create

cross-coverage within the office

, so critical responsibilities do not come to a stop simply because one team member is unavailable.

The Right Person Will Be: Highly organized, detail-oriented, dependable, and able to maintain accurate records. Proactive and self-motivated, with the ability to work independently without constant supervision. Excellent at following through, closing loops, and making sure important details don't fall through the cracks. Able to manage multiple priorities, recognize what is urgent, and stay organized in a fast-paced small-business environment. Professional, friendly, and confident when communicating with customers, salespeople, installers, vendors, and management. Comfortable discussing appointments, project details, invoices, deposits, balances, and payments with customers. Strong with computers, email, spreadsheets, CRM systems, electronic documents, and learning new software. Trustworthy and professional when handling confidential customer, employee, and company information. Interested in learning how the entire business operates, not simply performing a defined list of administrative tasks. Willing to step outside normal administrative responsibilities when needed and take ownership of helping keep the office and business running efficiently.

Preferred Skills & Experience Experience with any of the following is a plus: Office management, administrative coordination, or project administration. Construction, home improvement, remodeling. Customer service, scheduling, and project coordination. CRM systems, Microsoft Office/Excel, Google Workspace, and general business software. QuickBooks, accounts receivable/payable, invoicing, or basic bookkeeping. Manufacturer and vendor communication, product ordering, and order tracking. Permitting, HOA documentation, inspections, or other construction-related paperwork. Warranty, service, and customer issue coordination.

Previous home improvement experience is helpful but

not necessarily required for the right candidate

. We place a high value on intelligence, organization, reliability, attention to detail, and the ability to learn.

What Success Looks Like A successful Office Manager makes the entire company more efficient. Customer information is accurate. Paperwork is complete. Calls and emails don't fall through the cracks. Appointments are confirmed. Customer questions are answered or directed to the right person. Missing documents are followed up on. Payments and invoices are properly recorded. Project files stay organized. Vendors receive the information they need. Management knows what requires attention.

Most importantly,

things get followed through to completion. Over time, you will understand enough about both the administrative and operational sides of our business that you can recognize what needs attention—even when the person who normally handles it isn't there.

We want someone who becomes an

administrative backbone of the company

: someone who knows where things stand, what is still needed, what needs to happen next, and who to involve to get it done.