Office Administrator

Pho Prime, LLC; Johnson City (TN); On-site; USD 22,041 - 24,796; Full time

Job summary

Pho Prime, LLC in Johnson City, TN is seeking an Office Administrator to be a key member of the branch team, delivering excellent customer service, handling contract packets and project documentation, and supporting employee lifecycle processes at the branch level.

You will manage calls and emails, keep customer records current, assist with scheduling, processing payments, and keeping the CRM and financial systems in sync, while ensuring smooth day-to-day operations and a positive, fast-paced

Qualifications

• Experience in office administration preferred.
• Excellent customer service and communication skills.
• Familiarity with CRM systems.
• Detail-oriented with strong organizational and time-management skills.
• Ability to travel locally as needed.

Responsibilities

• Manage incoming phone calls and emails from homeowners and team members.
• Serve as contact for homeowners from contract signing through project start.
• Maintain up-to-date customer records.
• Support scheduling installations with the Project Manager and General Manager.
• Process payments and deposits; assist with collections.
• Enter payments into the production system and synchronize with financial platforms.
• Monitor jobs in the CRM and update Sales Managers.
• Upload completed contract packets to the CRM.
• Perform day-to-day administrative duties to support branch operations.

Skills

Office administration

Customer service

Communication

Teamwork

Phone & email communication

Tools

CRM software

Microsoft Office Suite

Job description

Address 4504 Bristol Highway, Johnson City, TN, 37601, US

Compensation $16.00 - $18.00/hour

Job Type Permanent

Description

We are seeking an Office Administrator who will be a key member of the branch team, responsible for providing excellent customer service to homeowners and ensuring accurate, timely processing of contract packets and project documentation. The OA also plays a critical role in supporting the employee lifecycle at the branch level and coordinating administrative functions that keep the office running smoothly.

Key Responsibilities

• Manage incoming phone calls and email correspondence from homeowners and team members
• Serve as a point of contact for homeowners from contract signing through project start
• Maintain accurate and up-to-date customer records
• Support the Project Manager and General Manager with scheduling installations
• Contact homeowners to facilitate timely payments and follow up on outstanding balances
• Enter payments into the production system and ensure synchronization with financial platforms
• Assist with collections by coordinating with homeowners and the production team
• Process check payments and complete weekly bank deposits
• Monitor the status of jobs in the CRM and update Sales Managers accordingly
• Upload completed contract packets to the CRM system
• Perform day-to-day administrative duties to support branch operations

Qualifications

• Prior office administration experience preferred
• Excellent customer service and communication skills
• Experience in roofing or construction is a plus but not required
• Ability to work independently and as part of a team in a fast-paced environment
• Strong proficiency in Microsoft Office and familiarity with CRM systems
• Comfortable communicating by phone and email
• Ability to travel locally as needed
• Detail-oriented with strong organizational and time-management skills

Benefits

• Attractive Hourly Compensation
• Career Growth: Over 90% of leadership roles are filled with internal talent, illustrating our commitment to helping our team grow their skills and careers.
• Flexible Schedule and a supportive team environment
• Company-enhanced benefits, including access to Medical, Life, Dental, and Vision insurance coverage as well as 401k for retirement

We are an Equal Opportunity Employer, a drug-free workplace, and comply with all applicable federal and state regulations.