Office Secretary

Position Summary

The Office Secretary serves as the administrative backbone of the Technique Roofing Systems office in Helena, OH. This is a new role created to support our growth, covering accounts receivable and collections, contractor registrations, permit pulling, accounts payable, and interview coordination. The ideal candidate is highly organized, comfortable juggling multiple deadlines, and eager to take ownership of the office. The role can be tailored to the strengths of the right person. Roofing knowledge is helpful but not required

Key Responsibilities

Contractor Registration & Licensing

• Complete and renew contractor registrations and licenses across cities, counties, and states
• Track registration and license expiration dates to keep the company in good standing
• Maintain insurance certificates, bonds, and compliance documents for bids and projects
• Respond to customer and general contractor requests for compliance paperwork

Permit Pulling

• Prepare and submit permit applications for roofing projects
• Coordinate with Project Managers to gather project details and required documents
• Track permit status through approval, inspection, and closeout
• Keep organized digital records of all permits by project

Accounts Receivable & Collections

• Reach out to customers by phone and email to follow up on open and past due invoices
• Track aging reports and keep collection notes current in Sage Intacct
• Post customer payments and reconcile accounts accurately
• Work with Project Managers to resolve billing questions and disputes quickly

Accounts Payable

• Enter and process vendor invoices, matching them to purchase orders and receipts
• Code invoices to the correct jobs and accounts in Sage Intacct
• Assist with weekly payment runs and resolve vendor billing questions
• Support month end close and reconciliations as needed

Office Operations

• Answer phones, greet visitors, and route calls and requests to the right team member
• Keep CenterPoint up to date with accurate job, customer, and vendor data (training provided)
• Collect interview paperwork and help schedule candidate interviews
• Order office supplies and support leadership and Project Managers with scheduling, data entry, and other administrative tasks as needed

Qualifications

Required

• 2+ years of experience in an administrative, secretarial, or office support role
• Experience with accounts receivable, collections, or accounts payable
• Strong organizational and multitasking skills with the ability to manage deadlines
• Excellent written and verbal communication and customer service skills
• Ability to handle confidential information with discretion
• Proficiency in Microsoft Office (Excel, Outlook, Word)

Preferred

• Experience with Sage Intacct
• Experience pulling permits or managing contractor registrations
• Background in construction, roofing, or the trades
• Experience working in a paperless office environment
• Bilingual (English/Spanish) a plus