Office Administrator

Job Description

Job Description

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 Project Administrator, 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 needed
• Set up vendors and customers in internal systems and process required documentation
• Work with the Operations Manager to maintain current business and contractor licenses
• Create and maintain internal reports to support Office, Project, and Operations Managers
• Assist with organizing and digitizing paper files into an electronic filing system
• Maintain and update centralized project and company records

Permit Application & Submission:

• Gather all necessary documents from clients and internal teams to complete commercial permit applications
• Submit applications to local and state government agencies for approval, primarily for commercial construction and roofing permits
• Research jurisdiction-specific permitting requirements to ensure accurate and timely submissions
• Support 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 billing
• Prepare monthly billing applications for review and submission
• Reconcile vendor statements and ensure accurate invoice documentation
• Create and enter purchase orders in the accounting software
• Scan, enter, and route payables for proper approvals
• Record customer payments and related transactions in accounting software
• Prepare standard past-due notices and support collections processes as directed
• Communicate with project contacts regarding schedules and required documentation

Project Assistance:

• Assist Project Managers as required with coordination tasks related to commercial production jobs
• Support tracking and management of submittals, lien releases, preliminary notices, and related vendor documentation
• Receive, organize, and maintain construction-related documents

General Office Support:

• Handle incoming and outgoing calls and emails; provide phone coverage
• Perform accurate data entry and clerical duties in support of project and office operations
• Cross-train to provide backup support for other administrative roles
• Carry 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 skills
• Strong ability to plan, organize, and meet deadlines while maintaining a high level of accuracy and quality
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfortable learning other software tools
• Experience with accounting software and ERP systems (e.g., Viewpoint) preferred
• Skilled in operating standard office equipment, including computers, multi-function copiers, and 10-key calculators
• Ability to work independently and remain effective in a fast-paced, deadline-driven environment
• Strong attention to detail and accuracy in data entry and financial documentation
• Professional and courteous interpersonal skills; able to interact effectively with clients, vendors, and internal staff
• Demonstrated initiative with the ability to anticipate work needs and take proactive steps to support team objectives

Education/Experience:

• High School Diploma or equivalent required
• Associate’s or Bachelor’s degree in Business Administration, Accounting, or a related field preferred
• Equivalent combinations of education and experience will be considered
• Experience in administrative support, accounting, or project coordination in a construction or service-based environment preferred
• Familiarity with permit application processes and documentation management is a plus
• Prior 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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