Roofing Operations Coordinator: Scheduling & Invoicing

Cogent Talent Solutions; Jefferson City (MO); On-site; USD 50,000 - 70,000; Full time

Job summary

Cogent Talent Solutions is seeking an Office Manager for a small roofing company to coordinate subcontractors, manage invoicing, and keep AccuLynx and job data accurate to support daily operations.

The ideal candidate is organized, detail-oriented, able to work independently, and comfortable communicating with customers and tradespeople. This role offers a stable yearly salary and room to grow with the company.

Qualifications

• Previous office management or administrative experience preferred.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Comfortable working with numbers, invoices, and job costs.
• Strong written and verbal communication skills.
• Experience with AccuLynx is strongly preferred, but training may be provided.
• Ability to prioritize multiple jobs and deadlines in a fast-paced environment.
• Dependable, proactive, and able to work independently.
• Construction or roofing industry experience is a plus.

Responsibilities

• Maintain current and organized subcontractor files and documentation.
• Collect and track required subcontractor documents, including W-9s, certificates of insurance, licenses, agreements, and other required paperwork.
• Monitor expiration dates and follow up with subcontractors when updated documents are needed.
• Ensure subcontractors are properly documented before beginning work.
• Prepare and send customer invoices in a timely manner.
• Review completed work and job information to ensure invoices are accurate.
• Track outstanding invoices and follow up on past-due accounts as needed.
• Process and organize subcontractor invoices for completed work.
• Maintain accurate records of payments, invoices, and job expenses.
• Coordinate and maintain production schedules for roofing projects.
• Schedule subcontractors, materials, inspections, deliveries, and other job-related activities.
• Communicate schedule changes with customers, subcontractors, suppliers, and management.
• Keep job statuses and important dates updated in AccuLynx.
• Help ensure jobs move efficiently from sold to completed.
• Maintain accurate and up-to-date customer and job information in AccuLynx.
• Enter material costs and other job expenses into AccuLynx.
• Review jobs for missing costs, documents, invoices, and other information.
• Keep job costing information organized and accurate.
• Upload and maintain relevant documents, photos, invoices, and records within the appropriate jobs.
• Assist management with job-cost and profitability reporting.
• Answer phones, emails, and general office inquiries.
• Communicate professionally with customers, subcontractors, suppliers, and insurance/industry contacts.
• Maintain organized electronic and paper records.
• Assist the owner and management team with administrative tasks as needed.
• Identify missing information or potential issues and follow through until they are resolved.
• Help establish and maintain efficient office procedures as the company grows.

Skills

Organizational skills

Time management

Attention to detail

Communication skills

Numerical proficiency

Independent work

Multi-tasking

Tools

AccuLynx

Microsoft Office

Google Workspace

Job description

Cogent Talent Solutions is seeking an Office Manager for a small roofing company to coordinate subcontractors, manage invoicing, and keep AccuLynx and job data accurate to support daily operations.

The ideal candidate is organized, detail-oriented, able to work independently, and comfortable communicating with customers and tradespeople. This role offers a stable yearly salary and room to grow with the company.