Administrative Coordinator (Construction - Siding and Roofing)

POSITION SUMMARY

The Construction Administrative Coordinator plays an important role in supporting the Roofing & Siding Division through project administration, customer communications, scheduling support, documentation management, purchasing coordination, and invoicing for both residential renovation and new construction projects.

Working closely with homeowners, builders, sales representatives, installers, suppliers, and internal departments, this position ensures information is organized, documentation is accurate, and administrative processes are completed efficiently throughout the project lifecycle. The successful candidate will begin by supporting core administrative and coordination functions and will have opportunities to take on additional responsibilities as they develop their knowledge of the division and company operations.

Do you believe?...

...all promises should be kept, including always being on time?

...that work done on others' homes should be as good as the work you would do on your own forever home?

...in always seeking improvement and that there is always a better way?

...in the power of positivity and in surrounding yourself with excellent people?

...in truly helping others by putting their needs ahead of your own, and in giving back to the planet and charitable causes?

...in being in control of your own destiny and earning the life you want to live with the freedom to set your own schedule and vacations?

If so we want to hear from you!

MAXgreen is always improving and expanding in all ways.

Please do NOT apply if you do not believe in the above as our team culture is more valuable than any level of experience.

KEY RESPONSIBILITIES

Project Administration & Documentation

• Set up and maintain accurate project files in Jobber (CRM) and Dropbox from quote approval through to project close-out, ensuring all records are current and complete

• Prepare, process, and maintain project-related documentation including work orders, change orders, invoices, warranties, and completion records

• Coordinate permit applications and maintain records of approvals where required for residential and new construction projects

• Prepare job packages for field crews including work orders, material lists, site access information, and special instructions

• Track outstanding items and follow up with customers, suppliers, installers, and team members as required to keep projects moving

• Review, organize, and submit project documentation, invoices, receipts, and related records to appropriate internal departments

Materials & Supply Coordination

• Process and submit purchase orders for roofing, siding, and related materials based on approved project scopes and scheduled start dates

• Coordinate delivery scheduling with suppliers to align with job timelines and crew availability

• Track incoming orders, flag delays, and communicate updates to project managers and field crews proactively

• Assist with inventory tracking of common-use materials and consumables at the shop

• Reconcile supplier invoices against purchase orders and flag discrepancies for management review

• Maintain supplier contact lists, lead times, and pricing references to support efficient purchasing decisions

Bin & Waste Management

• Arrange bin drops and pickups for active job sites through contracted waste removal providers

• Monitor bin usage across projects and proactively schedule swaps to avoid site overflow and project delays

• Track bin rental periods, coordinate timely returns, and maintain a log of placements, swap dates, and project costs

• Source competitive bin pricing and maintain relationships with preferred waste removal vendors

Customer Invoicing & Accounts Receivable

• Generate and issue progress and final invoices to customers using Jobber, aligned to project milestones and contract terms

• Collect and record customer deposits; ensure amounts are accurately applied to project files

• Follow up on outstanding invoices via email and phone within defined accounts receivable timelines

• Escalate overdue accounts to the General Manager per company policy

• Reconcile customer payments across Jobber and QuickBooks Online, ensuring entries are accurate and timely

• Issue change order invoices when approved scope additions or modifications occur

Scheduling Support & Logistics

• Support scheduling activities for service requests, material deliveries, bin logistics, and other project-related coordination

• Assist with crew and Service Tech scheduling logistics including equipment bookings, parking arrangements, and site access coordination

• Maintain subcontractor records including WCB clearance letters, liability insurance certificates, and signed agreements; track certificate renewals and alert management ahead of expiry

• Process subcontractor invoices and coordinate with the bookkeeper for timely payment approval

Customer Communications & Client Experience

• Assist with coordinating communications between homeowners, builders, sales representatives, installers, suppliers, and internal team members

• Provide professional and timely responses to customer inquiries, ensuring a positive and organized client experience throughout the project

• Relay project status updates, scheduling changes, and material delivery information to relevant parties promptly

General Office Administration

• Manage incoming calls, emails, and general office inquiries; direct to appropriate team members as needed

• Support the day-to-day administrative operations of the Roofing & Siding Division

• Prepare reports, spreadsheets, and management summaries as requested

• Assist with onboarding documentation for new employees and subcontractors

• Contribute to process improvements and assist with the development or refinement of administrative procedures

• Perform other related administrative duties as assigned

QUALIFICATIONS

Required

• Minimum 2 years of experience in an administrative, project coordination, or construction administration role

• Strong organizational, communication, and customer service skills

• Ability to manage multiple priorities effectively in a fast-paced, deadline-driven environment

• Proficiency with Microsoft Office and cloud-based software platforms

• Experience with invoicing, accounts receivable, or basic bookkeeping functions

• Strong attention to detail, accuracy, and problem-solving abilities

• Ability to work independently and take ownership of responsibilities without close supervision

Preferred

• Experience in residential construction, roofing, siding, renovations, or coordinating trades and suppliers

• Familiarity with Jobber, QuickBooks Online, ClickUp, Dropbox, or similar field service and project management platforms

• Understanding of Alberta WCB / insurance requirements

• A willingness to learn, take initiative, and grow into an expanding role within the Roofing & Siding Division

WHAT SUCCESS LOOKS LIKE

In this role, success means field crews receive accurate job packages before they arrive on site, materials arrive when they are supposed to, bins are managed without anyone having to ask, customers receive timely and professional invoices, and project files are organized and up to date at every stage. Within 90 days, you will be independently managing purchase orders, bin logistics, job file administration, and customer invoicing with minimal direction. Within six months, you will have developed strong supplier relationships, a command of our systems, and a track record of keeping the administrative side of the division running smoothly.

OUR CULTURE & EXPECTATIONS

• We move fast and we own our outcomes — no excuses, just solutions

• We hold ourselves to a high standard because our customers do too

• We communicate clearly and proactively — surprises are never good on a job site

• We support each other across departments; no one succeeds alone

• We use our systems properly — Jobber, QuickBooks Online, and shared documentation keep the team aligned

COMPENSATION & BENEFITS

• Competitive base salary commensurate with experience

• Health benefits package (following probationary period)

• 20 Total Days Paid time off per Calendar year (for any reason)

• Opportunity to grow into a Senior Coordinator or Operations Manager role as the division scales

HOW TO APPLY

Qualified candidates are invited to submit a resume and cover letter. Please include "Construction Administrative Coordinator" in the subject line. We thank all applicants; only those selected for an interview will be contacted.

MAXgreen is an equal opportunity employer committed to building a diverse and inclusive team.

Company DescriptionMAXgreen Windows, Siding and Roofing believes in Bringing a White-Collar Professionalism to a Blue-Collar Industry.
We EARN Customer Referrals and Online Reviews by going over and above for EVERY project, always ADDING VALUE instead of cutting corners like is common in our industry.
The lowest price is NOT the most important to our customers - VALUE for the investment, QUALITY of our Workmanship, and CUSTOMER SERVICE by all of our team members is why homeowners choose us to protect their most important investment from expensive water damage.Company DescriptionMAXgreen Windows, Siding and Roofing believes in Bringing a White-Collar Professionalism to a Blue-Collar Industry.We EARN Customer Referrals and Online Reviews by going over and above for EVERY project, always ADDING VALUE instead of cutting corners like is common in our industry.The lowest price is NOT the most important to our customers - VALUE for the investment, QUALITY of our Workmanship, and CUSTOMER SERVICE by all of our team members is why homeowners choose us to protect their most important investment from expensive water damage.