What are the responsibilities and job description for the Administrative Coordinator position at A1 Windows & Doors?
Job Summary
A1 Windows & Doors is seeking a detail-oriented and highly organized Administrative Coordinator to support the financial, administrative, and post-sales functions of our growing business. This role ensures smooth project execution from the moment a bid is sold through final payment and project close-out. You will manage bookkeeping tasks, validate and process labor bills, support in-house financing documentation, coordinate contractor payments, and support communication to customers and service teams.
The ideal candidate is someone comfortable wearing many hats in a small-business environment, balancing accounting duties, CRM (JobNimbus) updates, customer communication, and operational coordination. You will play a central role in keeping projects moving, ensuring accurate financial tracking, and supporting Sales, Operations and Service teams with reliable follow-through.
Core Responsibilities
- Manage bookkeeping and small-business accounting tasks, including entering invoices, tracking expenses, and supporting monthly reconciliations.
- Review, verify, and process contractor labor bills for accuracy before payment.
- Oversee contractor payments and manage labor-related financial workflows.
- Maintain and update the CRM (JobNimbus) with accurate project, customer, and financial information.
- Handle downstream activities after a bid is sold, including paperwork, financing, payments, and workflow coordination.
- Prepare promissory notes and required documentation for in-house financing options.
- Assist operations and service teams in managing follow-ups, open tasks, customer concerns, and documentation needs.
- Ensure project files, invoices, and payment records are complete and properly organized.
Requirements
Must-Have Qualifications
- 2 years of experience in bookkeeping, small-business accounting, or administrative financial support.
- Familiarity with CRM systems and comfort learning new software tools.
- Experience processing invoices, vendor/contractor payments, or labor billing.
- Strong organizational skills with the ability to manage multiple tasks and priorities.
- Clear, professional written and verbal communication skills.
- Ability to problem-solve and work independently in a small-business environment.
- High attention to detail and strong accuracy in financial and administrative work.
Nice-to-Have Qualifications
- Experience in the window & doors business, construction, home services, or trades-related businesses.
- Working knowledge of project-based accounting
- Familiarity with QuickBooks or similar accounting software.
- Experience working with JobNimbus
- Knowledge of basic financing documents, such as promissory notes.
ABOUT A1 WINDOWS & DOORS
A1 Windows & Doors is a well-established, owner-operated home improvement company serving the Tampa Bay metro area since 1977 giving us over 45 years of experience in the industry. Our team specializes in replacement windows and doors that are designed to improve home security, energy efficiency, comfort, and curb appeal for Florida homeowners. We offer a wide range of impact-rated and energy-efficient products, including hurricane impact windows, sliding glass doors, French and garden doors, and front entry doors, all custom selected to meet each homeowner’s style and performance needs.
With a focus on no-pressure consultations, honest recommendations, and detailed installations by certified professionals, we help clients protect and enhance their homes in one of the most demanding climate environments in the country. At A1, we take pride in complete, quality installations and a personable customer experience that reflects our long history of reliability and craftsmanship.
Job Types: Full-time, Part-time
Pay: $22.00 - $27.00 per hour
Expected hours: 20.0 – 40.0 per week
Work Location: In person
Salary : $22 - $27