Senior Administrative Coordinator
Company: Ivy Lea Construction
Location: 765 Walck Road North Tonawanda NY 14120
Employment Type: Full-time
Hours: Monday-Friday 8 AM - 5 PM
Compensation (hourly): $25 & up
Position Summary
Ivy Lea Construction is seeking an organized, proactive, and technologically capable Senior Administrative Coordinator to support our clients, sales team, production department, accounting functions, marketing efforts, and daily office operations.
This is a highly visible and varied position that serves as a central point of communication between clients, subcontractors, field personnel, and company leadership. The ideal candidate enjoys improving processes, managing multiple priorities, learning new systems, and helping projects move smoothly from the initial customer inquiry through project completion and warranty.
Success in this role requires excellent communication, strong follow-through, attention to detail, and the ability to identify and resolve issues before they affect the client experience or project schedule.
Key Responsibilities
Front Desk and Customer Service
- Answer incoming telephone calls and direct inquiries to the appropriate team member.
- Greet and assist clients, vendors, delivery personnel, solicitors, and other office visitors.
- Maintain a clean, organized, and professional lobby and reception area.
- Monitor and replenish front-desk and general office supplies.
- Provide a high level of customer service throughout every interaction.
- Identify client concerns and promptly escalate them to the appropriate staff member.
Lead Management and Sales Support
- Capture and enter potential customer information into JobNimbus, Podium, CompanyCam, and other applicable systems.
- Accurately track lead sources, including website inquiries, webchat, telephone calls, and marketing campaigns.
- Tag and categorize leads for sales and marketing purposes.
- Send appointment confirmations, reminders, and follow-up communications.
- Monitor estimate-due notifications and JobNimbus reports to ensure opportunities do not fall through the cracks.
- Coordinate with the sales team regarding missing information, overdue follow-ups, and high-priority leads.
- Update inactive or unqualified leads to the appropriate marketing status.
- Monitor incoming webchat leads and ensure they receive a timely response.
Accounts Receivable Support (as needed)
- Create, send, and track invoices for time-and-material projects, allowances, and other applicable charges.
- Coordinate with subcontractors and internal team members to obtain final project cost information.
- Communicate payment requests and reminders through telephone, email, and text messaging.
- Coordinate customer check pickups and process payments through approved company payment platforms.
- Accurately record received payments in QuickBooks.
- Communicate payment discrepancies, client concerns, and account issues to the accounting department.
Production and Project Coordination
- Support the coordination of exterior remodeling and construction projects.
- Communicate with clients regarding product selections, required documentation, and upcoming site visits.
- Prepare and print work orders for field supervisors.
- Review project information to determine whether a site visit is required.
- Schedule field supervisors and coordinate necessary site visits.
- Draft concrete project plans and prepare exterior material and selection sign-off documents.
- Send project documents to clients for electronic signature and follow up on outstanding approvals.
- Help move projects through the pre-production process until they are ready to be scheduled.
- Coordinate permitting activities with the Office Manager and production team.
Contract, Warranty, and Project File Administration
- Create and maintain contracts and supporting project documentation.
- Verify outstanding job balances before beginning the warranty process.
- Review warranty information entered by other team members for completeness and accuracy.
- Initiate warranty procedures after project completion and receipt of final payment.
- Maintain accurate project information in JobNimbus, including:
- Anticipated and actual start dates
- Completion dates
- Assigned foremen
- Work-order status
- Project board status
- Marketing and project-completion classifications
- Close completed work orders and update projects for applicable marketing automations.
Accounts Payable Support (as needed)
- Review weekly accounts-payable entries for completeness and accuracy.
- Sort, organize, and file vendor and subcontractor invoices.
- Verify paid invoices against payment totals, check stubs, and supporting documentation.
- Report discrepancies or missing documentation to the appropriate accounting team member.
Systems Administration and Technology Support
- Maintain and monitor JobNimbus, CompanyCam, Podium, Zapier, and related software integrations.
- Set up and manage automated client and internal team communications.
- Troubleshoot system issues and coordinate with external support providers when necessary.
- Train team members on company software, procedures, and established workflows.
- Create and improve workflows that increase efficiency and accountability.
- Monitor integrations to ensure information is transferring correctly between company systems.
- Coordinate with website and marketing vendors to implement approved website updates.
Marketing and Client Communications
- Coordinate with external marketing partners regarding website maintenance, digital marketing, and search engine optimization.
- Build and maintain accurate email and SMS marketing lists.
- Create and send SMS marketing campaigns through Podium.
- Write, design, schedule, and distribute email campaigns through Constant Contact.
- Create and maintain automated marketing sequences in JobNimbus, including:
- Estimate follow-ups
- Unclosed-lead follow-ups
- Past-customer communications
- Long-term project follow-ups
- Assist with recurring marketing content, including “Video with Coffee” and similar campaigns.
- Review communications for accuracy, professionalism, and consistency with the Ivy Lea Construction brand.
Graphics and Print Materials
- Assist leadership with the design of graphics for email campaigns, digital publications, presentations, and other marketing materials.
- Create and update client-facing materials such as referral cards, process guides, roofing and kitchen pamphlets, and company magazines.
- Maintain project-specific communication templates in JobNimbus, including welcome information, helpful links, site-visit instructions, FAQs, allowance information, approvals, signing instructions, and upgrade options.
- Ensure that client materials remain accurate, professional, and consistent across project types.
Process Improvement
- Monitor office and project workflows to identify inefficiencies, communication gaps, and opportunities for improvement.
- Recommend practical changes that improve the customer experience and internal operations.
- Work with company leadership to develop and implement new procedures.
- Document updated processes and help train affected team members.
- Follow up on implemented changes to ensure they are being used consistently and producing the intended results.
Company Culture and Events
- Promote and model Ivy Lea Construction’s core values.
- Contribute to a positive, collaborative, and accountable workplace culture.
- Assist leadership with PowerPoint presentations and materials for foreman meetings, training sessions, and company-wide meetings.
- Help plan and coordinate recurring foreman meetings, company meetings, and employee events.
- Assist with meeting logistics, materials, scheduling, and follow-up items.
Inventory and Office Support
- Monitor company apparel, promotional items, client materials, and other inventory.
- Coordinate the purchase and replenishment of company merchandise and office supplies.
- Maintain organized inventory records and notify leadership when replenishment is required.
Technology Skills
Experience with any of the following is beneficial:
- JobNimbus
- CompanyCam
- Podium
- QuickBooks
- Constant Contact
- Zapier
- Microsoft Office, including Word, Excel, Outlook, and PowerPoint
- Electronic signature and document-management platforms
- Website content-management systems
- Graphic design platforms such as Canva
Candidates do not need experience with every platform, but they must be comfortable learning and troubleshooting new technology.
Pay: $25.00 - $30.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
