Administrative Coordinator

Administrative Operations Coordinator

Off Duty Fireman Construction, Inc.
Arden / Asheville, NC
Full-Time Position
Competitive Compensation Based on Experience

About Off Duty Fireman Construction

Off Duty Fireman Construction, Inc. is a high-end residential remodeling and insurance reconstruction firm serving Western North Carolina.

We specialize in complex renovations, large-loss rebuilds, and detailed custom projects requiring precision, documentation, and disciplined execution.

Founded on firefighter values of structure, accountability, and service, we operate with high standards and clear systems.

• A Rated by the Better Business Bureau
• Five-Star Google Reviews
• Established reputation in high-end residential and insurance reconstruction work

We are hiring an Administrative Operations Coordinator to support our preconstruction, estimating, and project startup operations.

This is not a receptionist role.
This is not a passive office position.

Position Overview

This role works directly with the Owner and Project Manager from the inception of a project through completion.

You will be involved in:

• Preconstruction and estimating support
• Client communication
• Project setup and coordination
• Site visits and vendor coordination
• Design and documentation workflows (including platforms such as Chief Architect, Buildertrend, Hover, Matterport)

This position requires someone who can operate in a fast-paced, multi-project environment, manage moving pieces, and maintain organization without constant direction.

If you are looking for a quiet, low-demand office job, this is not the right fit.

Core ResponsibilitiesPreconstruction & Lead Management

• Track incoming leads and consultation status
• Schedule site visits and client meetings
• Send consultations and follow up on proposals
• Maintain CRM accuracy and estimate tracking
• Organize estimate drafts and maintain revision logs

Estimate & Proposal Support

• Format professional estimate packages
• Assemble supporting documentation (plans, reports, photos)
• Maintain version control of revisions
• Draft client-facing emails for review
• Track unsigned proposals and follow-up schedules

Project Startup Administration

• Create and organize Buildertrend project files
• Maintain structured digital job folders
• Upload plans, permits, and documentation
• Track subcontractor certificates of insurance
• Assist with permit coordination and inspection scheduling
• Maintain allowance and change order tracking sheets

Financial Administration

• Weekly QuickBooks entry and categorization
• Log deposits and vendor bills
• Track accounts receivable
• Assist in preparing monthly reporting packets

Required Qualifications

• Minimum 3 years administrative experience in the construction industry (required)
• Strong understanding of construction terminology and workflow
• Experience with project management software (Buildertrend preferred)
• Experience with QuickBooks or similar accounting software
• Highly organized with strong attention to detail
• Ability to manage multiple projects simultaneously without constant supervision
• Professional written and verbal communication skills

Ideal Candidate Traits

• System-oriented and detail-driven
• Calm under pressure
• Self-directed and accountable
• Comfortable in a fast-paced, high-expectation environment
• Able to handle multiple active projects at once
• Understands confidentiality and professionalism
• Takes ownership without being micromanaged

This Role Is Not For

• Someone seeking a slow-paced or passive office environment
• Someone without construction experience
• Someone who struggles with organization or deadlines
• Someone uncomfortable working directly with clients and leadership
• Someone who needs constant direction

Employment Standards

Off Duty Fireman Construction maintains a professional and accountable work environment.

• Background checks will be conducted
• Drug-free workplace policy enforced
• Professional conduct and confidentiality are required

Growth Opportunity

This is a long-term position within a structured and growing company. High performers will have opportunities for increased responsibility and compensation over time.

How to Apply

Please submit:

• Resume
• Brief note explaining your construction administrative experience and why you are a strong fit for this role

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Benefits:

• Health insurance
• Paid time off
• Professional development assistance

Education:

• High school or equivalent (Required)

Experience:

• Microsoft Office: 5 years (Required)
• Administrative experience: 5 years (Required)

Work Location: In person

Salary : $20 - $25