Office Manager / Project Coordinator
Position Summary
The Office Manager is responsible for overseeing office operations while coordinating residential roofing projects from scheduling through completion. This position serves as a central point of communication between customers, sales staff, crews, subcontractors, suppliers, and insurance companies. Qualifications
Strong organizational, time-management, and multitasking skills.
Proficiency with QuickBooks and Google Workspace.
Ability to manage multiple priorities while maintaining accuracy and attention to detail.
Ability to learn roofing terminology, processes, and industry best practices.
Project Coordination & Operations
Schedule and coordinate roofing projects from contract signing through completion.
Coordinate material deliveries and jobsite logistics
Obtain permits and ensure compliance with local municipal requirements and codes.
Coordinate with subcontractors and specialty trades such as solar, gutters, window screens, skylights, chimney services, garage doors, window and glass replacement.
Monitor and communicate schedule updates to customers, crews, subcontractors, and sales staff.
Track weather conditions and adjust schedules as necessary to ensure safety & proper installation.
Insurance & Estimating Support
Prepare and submit insurance supplements using Xactimate.
Negotiate supplement requests and provide supporting documentation when necessary.
Submit final invoices and required documents to insurance companies upon project completion.
Maintain and update Xactimate price lists to ensure accurate estimating.
Financial Administration
Enter invoices, project expenses, into QuickBooks and company databases.
Process accounts payable and maintain accurate financial records.
Prepare, process, and distribute crew payroll and sales commission payments.
Office Administration
Answer incoming phone calls and direct leads to the appropriate sales representative.
Manage company calendars, scheduling systems, and office planning boards.
Maintain organized customer files, warranties, project documents, and company records.
Maintain inventory and ordering of office and facility supplies.
Assemble marketing materials and customer information packets.
Utilize the U.S. Postal Service's Every Door Direct Mail (EDDM) program to support targeted marketing campaigns.
During slower production periods, this role will also support company growth initiatives, including strategic partnership follow-up, referral relationship management, community involvement, educational video coordination, and marketing support.
Ideal Candidate
The ideal candidate is highly organized, proactive, calm under pressure, and comfortable being the central hub between customers, crews, sales staff, suppliers, subcontractors, and leadership. This person should be able to keep projects moving, communicate clearly, solve problems quickly, and protect the customer experience from start to finish.
This is not simply an administrative role. This position is responsible for helping ensure every project is completed smoothly, professionally, and to the quality standards of Driftwood Builders Roofing. During slower production periods, this person should also be comfortable supporting relationship-building, community involvement, and educational marketing initiatives that help the company continue to grow.
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Job Details
Contact:
Driftwood Builders Roofing
Nicholas Riley
5128070001
nick@driftwoodbuildersroofing.com