Office Administrator

Fence Masters Inc.; Chicago Heights (IL); On-site; USD 32,000 - 37,000; Full time

Job summary

Fence Masters is seeking an Office Administrator to join our Chicago Heights office. You’ll be the central hub, handling calls, paperwork, and coordination with sales, project managers, and accounting.

This on-site role supports daily operations and requires attention to detail and customer-friendly communication. Ideal candidates have 2+ years in office admin roles, are highly organized, proficient in MS Office or Google Workspace, and comfortable with basic IT and QuickBooks/CRM tasks.

Qualifications

• 2+ years in an office admin, coordinator, or reception role.
• Highly organized and detail-oriented, with strong follow-through
• Clear, friendly phone manner and good written communication
• Comfortable with Microsoft Office or Google Workspace and quick to learn new software
• Able to juggle competing priorities without dropping balls
• Basic tech comfort and willingness to troubleshoot
• Familiarity with QuickBooks, a CRM, or construction paperwork (permits, COIs, lien waivers) is a plus

Responsibilities

• Front line: Answer and route incoming calls, take messages, and greet visitors.
• Contract paperwork: Track documents from start to finish, including signed contracts, change orders, permits, certificates of insurance, lien waivers, submittals, and closeout packages.
• Coordination: Work with sales, project managers, and accounting to keep job files complete and up to date in our systems.
• Office operations: Order supplies, handle mail, manage vendor and customer records, and keep the office running smoothly.
• Admin support: Data entry, scheduling help, document prep, and ad hoc tasks.
• Basic IT: Be the first stop for simple tech problems and know when to call outside support.

Skills

Office administration

Communication

Organization

Tech savvy

Customer service

Multitasking

Education

None stated

Tools

QuickBooks

CRM

Microsoft Office/Google Workspace

Job description

Office Administrator

Fence Masters | Chicago Heights, IL | Full-time, On-site

$23-27/hour

About Us

Fence Masters has been building fences across the Chicago area since 1983, on residential, commercial, and public projects. We’re growing, and we need an organized, steady person at the center of the office who keeps things moving.

The Role

You’ll be the hub of the office. You answer the phone, keep contract paperwork moving from signed deal to closed-out job, and handle the many small tasks that keep a busy contractor running.

What You’ll Do

• Front line: Answer and route incoming calls, take messages, and greet visitors. You’re often a customer’s first impression of Fence Masters.

• Contract paperwork: Track each job’s documents from start to finish, including signed contracts, change orders, permits, certificates of insurance, lien waivers, submittals, and closeout packages. Chase down missing signatures and make sure nothing holds up a start date or a final payment.

• Coordination: Work with sales, project managers, and accounting to keep job files complete and up to date in our systems.

• Office operations: Order supplies, handle mail, manage vendor and customer records, and keep the office running smoothly.

• Admin support: Handle data entry, scheduling help, document prep, and whatever ad hoc tasks come up.

• Basic IT: Be the first stop for simple tech problems like printers, phones, user setups, and password resets, and know when to call outside support.

What We’re Looking For

• 2+ years in an office admin, coordinator, or reception role. Construction or trades experience is a big plus.

• Highly organized and detail-oriented, with strong follow-through

• Clear, friendly phone manner and good written communication

• Comfortable with Microsoft Office or Google Workspace and quick to learn new software

• Able to juggle competing priorities without dropping balls

• Basic tech comfort. You don’t need to be an IT pro, just willing to troubleshoot.

• Familiarity with QuickBooks, a CRM, or construction paperwork (permits, COIs, lien waivers) is a plus