Operations and administrative Assistant

# Operations & Administrative Assistant – Construction/Roofing Company We are a growing roofing/construction company looking for a reliable **Operations & Administrative Assistant** to help handle recurring office and administrative tasks as we continue to improve and document our internal processes. This position will start with relatively straightforward, process-driven responsibilities. We will provide direction, checklists, and procedures for the tasks you are responsible for. As you learn our company, demonstrate accuracy, and build trust with our team, we would like to gradually increase your responsibilities and allow you to take ownership of more of our day-to-day administrative operations. ## Initial Responsibilities Depending on experience, responsibilities may include: * Assisting with payroll preparation and payroll-related data entry * Employee timecard review and organization * Scheduling jobs, crews, inspections, or appointments * Submitting and tracking building permits * Following up on permit and inspection statuses * Organizing project and customer information * Updating spreadsheets and internal tracking systems * Data entry and document organization * Sending routine emails and follow-ups * Maintaining calendars and administrative schedules * Following established checklists and Standard Operating Procedures (SOPs) * Helping identify missing information or incomplete administrative tasks * Other general office and operations support You will **not be expected to figure everything out on your own from day one.** Our goal is to create clear processes for recurring tasks and then have the right person consistently execute those processes. ## How the Position Can Grow We are specifically looking for someone interested in a longer-term working relationship. As trust and experience grow, responsibilities could expand into areas such as: * Managing portions of the company schedule * Coordinating directly with employees and subcontractors * Managing permitting from start to finish * Payroll administration * Job setup and project closeout * Vendor and subcontractor coordination * Customer follow-up * Maintaining operational dashboards and reports * Improving existing administrative processes * Helping document new company procedures * Taking ownership of recurring office workflows Eventually, the right person could grow from an Administrative Assistant into an **Operations Coordinator** or similar position within the company. ## What We're Looking For The most important qualities for this position are: * Extremely dependable * Organized and detail-oriented * Comfortable following written processes and checklists * Good written English and communication skills * Comfortable asking questions when something is unclear * Able to work independently once a process has been explained * Comfortable working with spreadsheets and online software * Able to recognize when something doesn't look right instead of blindly completing a task * Interested in learning and taking on additional responsibility over time Experience with construction, roofing, permitting, scheduling, payroll, or project administration is helpful but **not required** if you are organized and willing to learn. ## Software / Tools You should be comfortable learning and working with tools such as: * Google Workspace * Microsoft Excel / Google Sheets * Email and calendars * Payroll or time-tracking software * CRM/project management systems * Municipal permitting websites * Cloud-based document storage Specific software can be taught. ## Hours & Working Relationship We would like to start with a manageable number of hours and responsibilities and increase them as the relationship develops. We are more interested in finding the **right long-term person** than simply finding the lowest-cost assistant. There is significant opportunity for increased hours, responsibility, and compensation for someone who becomes a dependable part of our operations. ## To Apply Please include the following in your proposal: 1. A short description of similar administrative or operations work you have done. 2. Any experience you have with construction companies, contractors, scheduling, payroll, or permitting. 3. The software you are most comfortable working with. 4. Your typical working hours and time zone. 5. An example of a recurring administrative process you have managed for another business. 6. Tell us how you make sure repetitive tasks are completed accurately and don't fall through the cracks. Please do not send a generic proposal. We are looking for someone interested in becoming a long-term member of our extended team.