Office Administrator

Trojan Roofing; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

A leading roofing solutions provider, Trojan Roofing, is seeking a high-performing Administrative Assistant to support its executive team. The role involves managing office logistics, facilitating communication, and ensuring efficient operations within the company. Ideal candidates will have strong organizational skills and at least 2 years of experience in an executive support or administrative position. Benefits include competitive pay, health insurance, and opportunities for career advancement.

Benefits

Competitive Pay (based on experience)

401k (Matching 2%)

Health Insurance

Annual Bonus structure

Paid weekly

Company devices

PTO

Career advancement opportunities

Occasional company trips and events

Qualifications

• 2+ years in a fast-paced admin, executive assistant, or operations role.
• Proficient in Google Workspace, JobNimbus, and QuickBooks.
• Able to maintain discretion with sensitive information.

Responsibilities

• Manage office supplies, orders, and inventory.
• Own the executive calendar and prioritize meetings.
• Assist with Accounts Receivable and Accounts Payable.

Skills

Organizational skills

Communication

Multitasking

Problem-solving

Education

2+ years in admin or operations role

Tools

Google Workspace

QuickBooks

JobNimbus

Job description

Job Title: Administrative Assistant (Executive-Level)

Company Overview:
Trojan Roofing is a leading provider of high-quality roofing solutions, delivering excellence in residential and commercial projects throughout Indiana and beyond. With a focus on craftsmanship, customer satisfaction, and streamlined systems, we are rapidly scaling and looking for key team members who want to grow with us.

Position Overview:
We are seeking a high-performing Administrative Assistant to support our executive team and streamline operations. This person must be organized, proactive, fast-moving , and able to manage multiple priorities with limited supervision. Your job is to keep the business and the owner operating efficiently by managing tasks, coordinating communication, and ensuring no balls are dropped.

Responsibilities: Office Administration

• Manage and track office supplies, orders, and inventory
• Coordinate team logistics, reminders, and scheduling needs
• Serve as point of contact for vendors, staff, and incoming inquiries

Accounting Support

• Assist with Accounts Receivable (AR) and Accounts Payable (AP)
• Enter and organize transactions in QuickBooks
• Coordinate with our billing team and supplement department to ensure timely collections

Calendar & Task Management

• Own the executive calendar: schedule and prioritize meetings, calls, and key events
• Maintain a daily task board and ensure all team members meet deadlines
• Proactively remind and follow up on assigned tasks across departments

Communication & Client Support

• Draft and send emails, reports, and internal updates
• Respond to or redirect client messages as needed
• Call clients after appointments or builds for updates and status checks

Meeting & Documentation Support

• Prepare meeting agendas, summaries, and follow-up action steps
• Organize company documentation in Google Drive and JobNimbus
• Assist with onboarding forms, digital signatures, and employee records

Job Support & Material Oversight

• Track material deliveries and overages for all job sites
• Create and maintain a material return report to ensure credit/refund
• Assist with scheduling site visits or follow-up appointments if needed

Qualifications:

• 2+ years in a fast-paced admin, executive assistant, or operations role
• Strong organizational and multitasking skills
• Confident communicator — written and verbal
• Proficient in Google Workspace, Jobnimbus, and QuickBooks
• Fast learner, self-starter, and problem-solver
• Able to maintain discretion with sensitive information
• Bonus: Experience in roofing, construction, or home services

Benefits:

• Competitive Pay (based on experience)
• 401k (Matching 2%)
• Health Insurance
• Annual Bonus structure
• Paid weekly
• Company devices
• PTO
• Career advancement opportunities in a fast-growing company
• Occasional company trips and events