Office Administrator & Accounting Coordinator
Employment Type: 30-40hrs, Part/Full-Time, non exemptCompensation: $22.00 - $25.00 per hour based on experience
Position Summary
Revive Exteriors is seeking a highly organized, self-motivated Office Administrator & Accounting Coordinator to support the daily operations of our growing company. This role combines accounting support, contract administration, and office coordination. The ideal candidate is detail-oriented, enjoys solving problems, can prioritize multiple tasks, and is committed to continually improving processes.
This position plays a key role in keeping the office organized, ensuring financial transactions are processed accurately, maintaining contract documentation, and providing excellent customer support.
Essential ResponsibilitiesAccounting & Financial Administration
- Process daily financial transactions using QuickBooks.
- Reconcile bank accounts and credit card transactions.
- Prepare and process daily bank deposits.
- Maintain accurate financial records and supporting documentation.
- Track receipts and ensure all expenditures are properly documented.
- Assist with accounts payable and accounts receivable functions.
- Monitor customer payments and follow up on outstanding balances.
- Assist with payroll processing, payroll documentation, and employee time records.
- Support month-end reconciliation and financial reporting activities.
- Work with outside accountants and management to ensure financial accuracy.
Contract & Project Administration
- Create and establish new customer contracts and project files.
- Verify all required documentation has been received before project initiation.
- Maintain organized electronic and physical contract files.
- Ensure project documentation remains complete throughout the life of each project.
- Become knowledgeable about contract terms, warranties, payment schedules, and project scope.
- Research contract details to answer customer questions.
- Reference signed agreements when assisting with project concerns or resolving disputes.
- Coordinate documentation between customers, project managers, and office staff.
- Track contract status and ensure projects move efficiently through each stage.
Customer Service & Communication
- Professionally answer incoming phone calls and emails.
- Research customer concerns before responding by reviewing contracts, notes, and project documentation.
- Communicate clearly and respectfully with homeowners, vendors, subcontractors, and employees.
- Help resolve customer concerns through accurate information and timely follow-up.
- Escalate complex issues to management when appropriate.
- Maintain positive customer relationships through responsive communication.
Office Administration
- Read, prioritize, and respond to incoming emails.
- Maintain daily task lists and effectively prioritize competing responsibilities.
- Coordinate scheduling and administrative support for office operations.
- Maintain organized electronic filing systems.
- Prepare correspondence, reports, and business documents.
- Order office supplies and maintain office organization.
- Maintain employee records and personnel documentation.
- Support onboarding paperwork and administrative HR functions.
- Assist leadership with special projects as assigned.
Process Improvement & Operational Support
- Help establish, document, and maintain standard operating procedures.
- Continuously evaluate office workflows for opportunities to improve efficiency.
- Create organized systems for contracts, accounting, customer communications, and administrative tasks.
- Assist management in implementing new operational processes.
- Help ensure procedures are consistently followed across the organization.
- Recommend improvements that reduce errors and increase productivity.
- Support technology implementation and office software improvements when needed.
Reporting & Business Analytics
- Track key sales and operational performance indicators (KPIs).
- Prepare recurring reports for management.
- Assist with project profitability tracking.
- Monitor administrative metrics and identify trends.
- Support management with data needed for business planning and decision-making.
QualificationsRequired Qualifications
- Experience using QuickBooks or comparable accounting software.
- Strong bookkeeping and general accounting knowledge.
- Excellent organizational and time management skills.
- Strong computer proficiency, including Microsoft Office and Google Workspace.
- Excellent written and verbal communication skills.
- Ability to manage multiple priorities in a fast-paced environment.
- Exceptional attention to detail and accuracy.
- Strong problem-solving skills and ability to work independently.
- Professional customer service skills.
- Ability to maintain confidentiality with financial and personnel information.
- Positive attitude and willingness to take ownership of responsibilities.
- Commitment to continuous learning and process improvement.
Preferred Qualifications
- Experience in construction, roofing, remodeling, or home improvement industries.
- Experience with project-based businesses.
- Payroll processing experience.
- Contract administration experience.
- Human resources or employee records administration experience.
- Experience creating policies, procedures, or standard operating processes.
- Experience tracking KPIs and preparing business reports.
Core Competencies
The ideal candidate demonstrates:
- Exceptional organization
- Strong attention to detail
- Accountability
- Initiative
- Professionalism
- Financial accuracy
- Customer focus
- Problem-solving ability
- Adaptability
- Time management
- Integrity
- Process-oriented thinking
- Effective communication
- Team collaboration
Physical Requirements
- Ability to sit and work at a computer for extended periods.
- Ability to occasionally lift office supplies or boxes weighing up to 25 pounds.
- Ability to communicate effectively in person, by phone, and electronically.
Success in This Role
After the first year, a successful Office Administrator & Accounting Coordinator will have:
- Established accurate and organized accounting records.
- Created consistent administrative procedures.
- Maintained organized contract documentation for every project.
- Improved office efficiency through documented workflows.
- Supported timely payroll and financial processing.
- Developed confidence in answering customer questions using contract documentation.
- Become a trusted administrative resource for employees, customers, and leadership.
- Helped build scalable systems that support the continued growth of Revive Exteriors.
Apply now! We are excited to meet you!
Please attach your resume and a brief cover letter.
Revive Exteriors is committed to equal opportunity employment. Employment decisions are based on qualifications, experience, and performance—not personal characteristics protected by law. We value a diverse workplace and strongly encourage women and men, people of color, LGBTQ+ individuals, people with disabilities, veterans, and individuals from historically underrepresented communities to apply.
Pay: $22.00 - $25.00 per hour
Work Location: In person
