Executive Office Administrator

TFR Office Administrator job posting

Title: Office Administrator

Company: TFR

Compensation: Starts above $65,000 annually, plus performance bonus. Final compensation will be determined on an individual basis based on experience, demonstrated capability, and the amount of responsibility you can truly own.

Benefits: Benefits package includes insurance, paid time off, paid holidays, and performance-based upside.

Location: Primarily office-based, with flexibility as trust and operating rhythm are established.

Reports to: Owner initially, then works in close partnership with the Project Manager / Hybrid COO as the operating structure is installed.

TFR is hiring an Office Administrator who can bring order, follow-through, and professional consistency to a growing business with high standards. This is not a basic front-desk role and it is not a low-accountability admin seat. This person will own the administrative backbone of the company so communication stays clean, paperwork stays tight, projects keep moving, customers get answers, leaders stay aligned, and nothing important falls through the cracks.

We want someone who is calm under pressure, obsessive about detail, unafraid of hard conversations, and naturally wired to organize people and information. You should like systems. You should like checklists. You should like clean calendars, clean records, clean handoffs, and clean follow-through. If you need chaos to feel productive, this is not your role. If you get satisfaction from making a business visibly tighter every week, keep reading.

What this role is really responsible for

Own the day-to-day administrative flow of the office so the company runs in a way that looks professional internally and externally.

Manage front-line communication, including phones, inboxes, message routing, callback ownership, appointment coordination, calendar discipline, and internal scheduling.

Keep customer files, job files, vendor files, contracts, work orders, change documentation, insurance records, closeout packets, and internal records complete, organized, and current.

Support the operating rhythm of the company by preparing meetings, maintaining agendas, capturing notes, tracking action items, and following up until commitments are closed.

Maintain the administrative side of TFR’s SOP system by updating documents, storing current versions, confirming team access, and helping leadership turn repeatable work into documented process.

Support bookkeeping and office-finance rhythm by organizing receipts, coordinating invoices, supporting accounts receivable and accounts payable workflows, collecting missing documentation, and making sure routine financial admin is done on time and accurately.

Own onboarding and people-administration support, including offer paperwork, applicant coordination, new-hire documentation, benefit setup support, training records, access lists, uniforms, equipment checklists, and PTO tracking.

Coordinate office logistics, supplies, vendor communication, renewals, subscriptions, facilities issues, and the many small operational details that quietly become major problems when nobody owns them.

Keep the CRM, job management system, shared drives, templates, and internal trackers accurate so leadership can trust the information they are looking at.

Protect the owner’s time by screening noise, routing issues correctly, and ensuring that routine administrative breakdowns do not climb all the way to ownership.

What success looks like in this position

Customers, vendors, and team members consistently receive fast, professional, accurate communication.

Meetings are prepared, notes go out quickly, and action items do not die in somebody’s head or inbox.

Files are complete, searchable, and current, with very few document gaps, deadline misses, or administrative surprises.

Billing support, collections support, paperwork routing, and office-finance admin happen on time instead of becoming last-minute emergencies.

TFR’s SOPs become easier to find, easier to follow, and more useful in real day-to-day operations.

The owner and leadership team spend far less time chasing details, fixing preventable issues, or asking, “Who was supposed to handle this?”

The business feels more organized, more professional, and more scalable because the administrative engine is being actively owned.

Who we are looking for

A strong operator with at least five years of high-level administrative, office operations, executive support, or business support experience.

Someone who has worked in a project-based, service-based, trade-based, or otherwise fast-moving operating business and understands that details affect revenue, customer experience, and team trust.

Extremely organized, highly dependable, and naturally proactive.

Comfortable communicating with customers, vendors, leadership, and team members in a direct but professional way.

Strong with calendars, task management, documentation, process follow-up, and digital organization.

Able to hold multiple priorities at once without becoming scattered or sloppy.

Comfortable with accountability and not defensive when given feedback.

Able to identify breakdowns, bring solutions, and improve a process instead of just pointing out a problem.

Confident using modern office software, cloud-based systems, and core business tools for communication, recordkeeping, scheduling, and reporting.

Ideally familiar with EOS-style operating discipline, including scorecards, action items, and documented accountability, even if you have not worked in a pure EOS company before.

This role is a fit if you…

Take pride in being the person who keeps things from slipping, gets answers fast, closes loops, and makes a business feel tighter and more trustworthy. You like clarity. You like responsibility. You like being counted on.

This role is not a fit if you…

Need constant reminders, avoid ownership, dislike systems, get overwhelmed by follow-up, or see administrative work as “small stuff.” At TFR, the details are not small. The details are part of how the company wins.

Why someone great would want this role

This is a meaningful seat in a serious company. You will not be hired to just answer phones and shuffle paperwork. You will help build the operating backbone of TFR. You will work closely with leadership. Your work will matter every day. And for the right person, this is the kind of role where trust, scope, and compensation can grow because your contribution is visible and measurable