Office Accounting Specialist - Cleveland, OH

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2 days ago Be among the first 25 applicants

$55,000.00/yr - $65,000.00/yr

This is an in-office role - Monday to Friday - 8 am to 5 pm

At Preferred Roofing, a Nations Roof company, we’re more than a roofing contractor — we’re a national partner with local expertise, serving clients in all 50 states. We deliver full‑lifecycle roofing solutions including repairs, replacements, maintenance, and emergency response. Our certified crews, 24/7/365 National Service Center, and industry‑leading EMR of 0.48 set us apart.

As the Office Administrator, you’ll play an integral part in the day‑to‑day operations of our commercial roofing office. This is a highly engaged, detail‑driven role requiring someone who is proactive, organized, and comfortable managing multiple administrative, financial, and project‑related responsibilities.

You’ll work closely with project managers, operations, accounting personnel, and leadership — coordinating documentation, payroll backup support, processes, customer communication, and accounting activities — all while helping the office operate smoothly and efficiently. This is a collaborative, hands‑on role ideal for someone who enjoys variety, problem‑solving, and supporting multiple functions as business needs shift.

• Manage inbound and outbound calls and emails with professionalism and accuracy.
• Provide customers with updates, documentation, and scheduling information.
• Schedule meetings, appointments, orientations, and other office functions.
• Maintain office policies, procedures, and employee‑related documentation as needed.
• Update office and project files by gathering information from management and team members.
• Cross‑train in core administrative functions to support continuity of daily operations.
• Assist with general clerical needs, data entry, file organization, and office communications.

• Support applicant screening and hiring processes for multiple departments.
• Assist with the onboarding process, including orientation scheduling and new‑hire documentation.
• Maintain accurate employee files in accordance with company requirements.

• Prepare, review, and administer subcontractor MSAs, purchase orders, work orders, warranties, and COIs.
• Send and receive project documentation while maintaining accurate logs in company systems.
• Communicate with project contacts regarding scheduling, documentation requirements, and project updates.
• Assist in tracking vendor/supplier preliminary notices, lien releases, submittals, and other required documentation.
• Support project file maintenance and updates as required.

• Process, review, code, and enter outgoing invoices and incoming payments.
• Support accounts payable (AP) processing, including vendor communication.
• Support accounts receivable (AR) functions including billing, statements, payment posting, and follow‑up.
• Assist with collections, maintaining accurate aging reports and performing timely outreach.
• Reconcile accounts and prepare related financial reporting.
• Make and post bank deposits as needed.
• Assist with payroll processing and certificate of insurance (COI) management.

• Provide administrative support for sales and estimating teams, including documentation, tracking, and client/vendor communication.

• Import job setup data into accounting systems and maintain vendor and customer records.
• Support the organization and digitization of project files and company databases.
• Maintain centralized project and office documentation.

• Minimum 3–5 years of experience in administration, project coordination, or a similar role.
• Proficiency with Microsoft Office Suite.
• Experience with accounting or project management systems (e.g., Viewpoint, Sage, Foundation, Timberline, SAP, or similar).
• CRM or construction project software experience preferred;
  Salesforce experience a plus.
• Excellent organizational, multitasking, and communication skills.
• High…