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Part-Time Administrative Coordinator
Part-Time (20–25 hrs/week) · Flexible Schedule · Reports to COO/CFO
We are a growing commercial roofing and construction company seeking an organized, proactive professional to support our bookkeeping, financial administration, compliance, and office operations. This is a part-time role with a clear path to expanded responsibilities—and potentially full-time hours—for the right person. You will work directly with the COO/CFO to lift day-to-day financial and administrative burdens, allowing leadership to focus on the business.
Primary Purpose
Support the financial, administrative, and compliance functions of the company while ensuring office operations run smoothly. Reduce the administrative load on the COO/CFO by taking accountability for keeping these systems accurate, current, and audit-ready.
Core Responsibilities
Bookkeeping & Financial Management
- Accounts Payable—pay vendor invoices (both emailed pay-links and vendor portals)
- Accounts Receivable—create and send customer invoices on a consistent cadence
- Follow up on outstanding receivables and manage collections
- Review and post pending bank transactions in QuickBooks
- Perform monthly bank reconciliations
- Maintain accurate vendor and customer records
- Prepare and track lien waivers (collecting from subcontractors; issuing to GCs/owners)
- Coordinate with outside CPA/bookkeeper on document gathering and month-end needs
- Prepare bank deposits and handle incoming checks
Job Costing & Reporting
- Maintain accurate job-cost coding for labor, materials, subs, and equipment
- Produce job-cost and AR-aging reports for owner review
- Monitor payment and draw schedules to ensure every draw is billed on time
Compliance & Documentation
- Maintain and track subcontractor Certificates of Insurance (COIs)—proactively flagging lapses and renewals
- Track company insurance policies and renewal/lapse dates
- Maintain and track W-9s and subcontractor documentation
- Track permits and compliance requirements
- Manage prevailing wage reporting and certified payroll documentation
- Maintain organized, audit-ready project and vendor files
CRM & Data Integrity
- Maintain pipeline hygiene—flag stale stages (e.g., jobs sitting in "quoted") for disposition
- Confirm consistency between the CRM and QuickBooks (e.g., invoices recorded in both)
- Clean up and maintain vendor and CRM data
Operations & Systems Transition
- Support transitions between software systems as the company changes or upgrades tools
- Configure and test new SaaS platforms before rollout (data import/export, field mapping, validation)
- Verify data integrity and catch errors during and after migration
- Document new systems and build SOPs so the team can adopt them smoothly
- Track weekly top-three priorities for ownership and keep them visible
Office Support
- Manage email correspondence and the accounting inbox
- Schedule meetings, maintain filing systems, and manage office supplies
- Track vehicle/equipment registrations and renewals
- Occasional operational support—retrieve mail, prepare bank deposits, and run errands as needed
Payroll & HR Support
- Supports payroll preparation; does not process payroll
- Collect and verify new-hire paperwork (I-9s, W-4s) that feeds payroll
- Organize and maintain certified/prevailing wage payroll documentation
- Assist with onboarding, maintain employee files, and track PTO
Confidentiality
This role has access to financial records, payroll information, and employee files. All confidential and sensitive information must be handled with discretion and professionalism at all times.
Qualifications
- Proficient with QuickBooks; comfortable with bookkeeping and reconciliations
- Strong organizational and administrative skills
- Self-starter who takes ownership and flags issues proactively
- Strong reporting and analytical ability preferred
- Proficient with Google Workspace and comfortable using AI tools
- Comfortable configuring, testing, and migrating data between software systems
- Construction billing or job-costing experience a plus
- Discretion in handling confidential information
Position Details
- Part-Time (approximately 20–25 hours per week); $22–28 per hour, depending on experience
- Flexible schedule
- Potential to grow to full-time for the right person
- Reports directly to the COO/CFO
Not Responsible For
- Material ordering or project scheduling
- Production, crew management, or roofing project supervision
- Processing payroll
Pay: $22.00 - $28.00 per hour
Benefits:
Work Location: In person
