Office Administrator / Accounting Coordinator

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

Salary : $22 - $25