Overview
We are looking for a highly organized and detail-oriented Operations Assistant to support a growing construction business.
We are looking for the following specific requirements
- Previous experience in administrative support, operations, customer service, or construction administration
- Strong organizational and multitasking abilities in a fast-paced environment
- Excellent attention to detail with a high level of accuracy
- Strong written and verbal English communication skills
- Ability to prioritize tasks, meet deadlines, and work independently
- Comfortable working across multiple software platforms simultaneously
- Basic understanding of payroll, invoicing, and administrative workflows
- Proficient in Microsoft Office Suite and Google Workspace
- Willingness to learn new software and standardized operational processes
- Ability to maintain organized documentation and operational records
Your responsibilities will include (but are not limited to):
- Provide day-to-day administrative and back-office support for company operations
- Maintain organized project documentation and operational records
- Ensure operational data is accurate, updated, and well-organized
- Coordinate workflows between office staff, sales representatives, subcontractors, and management
- Assist with preparing and maintaining job costing records
- Verify project-related expenses and supporting documentation
- Support operational reporting and maintain project files
- Process payroll through Gusto and coordinate payroll documentation
- Calculate and prepare sales commission payments for management approval
- Assist with supplier bill payment processing while coordinating with the company accountant
- Review subcontractor invoices for completeness and accuracy
- Assign invoices to the appropriate projects before processing
- Maintain organized records of project expenses and subcontractor payments
- Monitor incoming customer inquiries and website leads
- Enter and maintain accurate lead information within the CRM
- Assign leads to the appropriate Sales Representative
- Answer customer inquiries when Sales Representatives are unavailable
- Record detailed customer call notes and assign follow-up actions
- Assist with obtaining roof measurements using company software
- Enter property addresses into the roof measurement platform
- Coordinate roof measurement reports for estimating purposes
- Assign completed measurement reports to the appropriate Sales Representative
- Support estimating activities using company templates and standardized procedures
This Position Is Perfect For You If You Are…
- Highly organized and detail-oriented
- Proactive and self-motivated
- Dependable and accountable
- Strong problem-solving mindset
- Excellent communicator with a customer-focused attitude
- Adaptable and eager to learn new systems
- Able to remain calm under pressure while managing multiple priorities
- Collaborative team player who can also work independently
- Takes initiative without constant supervision
- Professional, reliable, and committed to accuracy