Assistant Office Manager

Job Description

Job Description

Position Overview

3:16 Roofing & Construction is seeking a highly organized, detail-oriented, and dependable Assistant Office Manager to join our growing team. This position is ideal for someone who thrives in a fast-paced environment, enjoys serving customers, and can confidently manage multiple priorities while maintaining a positive attitude.

As the Assistant Office Manager, you will serve as a key point of contact for customers, insurance companies, subcontractors, suppliers, and team members. You will help ensure projects move smoothly from initial contact through completion while providing exceptional customer service and administrative support.

We are looking for someone whose personal values align with our company's commitment to integrity, excellence, accountability, service, and professionalism.

About 3:16 Roofing & Construction

At 3:16 Roofing & Construction, we believe in treating customers, employees, vendors, and partners with honesty, respect, and integrity. We are committed to delivering exceptional workmanship while serving our community with professionalism and excellence.

We are seeking team members who are:

• Honest and trustworthy
• Dependable and accountable
• Positive and solution-oriented
• Adaptable and flexible
• Team-focused
• Committed to serving others with excellence
• Willing to learn and grow professionally

Key Responsibilities

Customer Service & Communication

• Answer incoming phone calls and direct inquiries appropriately
• Respond to customer questions and concerns in a professional and timely manner
• Schedule appointments, inspections, estimates, and project meetings
• Maintain regular communication with homeowners throughout the project lifecycle
• Assist with customer follow-up and satisfaction initiatives

Project Coordination

• Coordinate scheduling with roofing crews, subcontractors, suppliers, and vendors
• Monitor project timelines and communicate scheduling updates
• Assist with permit applications and project documentation
• Track project progress and ensure administrative tasks are completed on time
• Support project managers and sales representatives with administrative needs

Insurance & Claims Administration

• Communicate with insurance companies regarding claims and project documentation
• Assist customers in understanding documentation requirements
• Organize and maintain insurance claim records
• Track claim statuses and follow up when necessary
• Collect and submit required paperwork and supporting documents

Data Entry & Record Management

• Input and maintain accurate customer information in CRM systems
• Create and update project files and digital records
• Prepare contracts, work orders, invoices, and related documents
• Maintain organized electronic and physical filing systems
• Generate reports as requested by management

Office Operations

• Support daily office functions and administrative workflows
• Manage incoming and outgoing mail, emails, and correspondence
• Order office supplies and maintain inventory
• Assist with collections and invoice follow-up when needed
• Support accounting and bookkeeping functions as assigned

Team Support

• Collaborate with sales, production, and management teams
• Assist with special projects and company initiatives
• Provide administrative support across multiple departments
• Be willing to take on additional responsibilities as company needs evolve

Qualifications

Required

• Minimum 2 years of upper-level management experience
• Extreme level of professionalism
• Strong verbal and written communication skills
• Excellent phone etiquette and customer service skills
• Advanced Excel skills
• Fast and accurate typing skills
• Strong computer proficiency
• Ability to learn and utilize CRM software and office systems
• Exceptional organizational and time management skills
• Strong critical thinking and problem-solving abilities
• Ability to multitask and prioritize effectively
• Professional appearance and demeanor
• Valid driver's license and reliable transportation

Preferred

• Experience in roofing, construction, restoration, or home services industries
• Experience communicating with insurance companies
• Experience with CRM systems such as Salesforce, JobNimbus, AccuLynx, or similar platforms
• Basic bookkeeping or accounts receivable experience
• Bilingual (English/Spanish) is a plus

Work Environment

This role requires an individual who can successfully operate in a fast-paced and demanding environment where priorities may shift throughout the day.

The ideal candidate is:

• Flexible and adaptable
• Comfortable wearing multiple hats
• Able to work independently and as part of a team
• Calm under pressure
• Detail-oriented while maintaining efficiency
• Willing to assist wherever needed to support company goals

Schedule

• Full-time position
• Monday–Friday
• Some evenings and weekends may be required based on business needs, weather events, emergency projects, and company growth initiatives

What Success Looks Like

A successful Assistant Office Manager will:

• Deliver exceptional customer service
• Maintain accurate and organized records
• Help projects move efficiently from start to finish
• Support teammates proactively
• Solve problems before they become larger issues
• Represent the values and professionalism of 3:16 Roofing & Construction in every interaction

Compensation & Benefits

• Competitive compensation based on experience
• Performance-based growth opportunities
• Paid time off
• Professional development opportunities
• Supportive team culture
• Opportunity to grow with a rapidly expanding roofing and construction company

To Apply

Please submit your resume along with a brief cover letter explaining why you believe your experience, work ethic, and personal values make you a strong fit for the Assistant Office Manager position at 3:16 Roofing & Construction.