Secretary

​Job Description: Office Secretary / Administrative Assistant

​Company: Fowler Roofing & Construction

Location: Chelsea, ME

Job Type: Full-time

Reports To: Company Owner / Operations Manager

​Job Summary

​We are seeking an organized, detail-oriented, and dependable Office Secretary to manage our daily administrative operations. As the backbone of our office, you will handle customer inquiries, coordinate project scheduling, manage essential construction documentation (permits, vendor invoices, warranties), and support our field crews. The ideal candidate thrives in a fast-paced environment and possesses strong communication skills to act as the primary bridge between our clients, suppliers, and construction teams.

​Key Responsibilities

• ​Customer Service & Intake: Act as the first point of contact for incoming phone calls and emails. Screen leads, gather initial project details (roofing, siding, or metal building requests), and log them accurately into our system.
• ​Scheduling & Dispatch: Coordinate and maintain calendars for project estimators, sales specialists, and installation crews. Adjust schedules dynamically based on weather conditions and material arrivals.
• ​Documentation & Permitting: Prepare, submit, and track local building permits and municipal paperwork. Maintain organized physical and digital project files, including contracts, change orders, and liability releases.
• ​Accounts Receivable & Payable Support: Utilize accounting software (QuickBooks) to issue customer invoices, process payments, track outstanding balances, and log vendor receipts for materials (such as metal panels, cedar shakes, or copper components).
• ​Vendor & Supplier Liaison: Coordinate with material vendors to check order statuses, track deliveries to job sites, and handle billing discrepancies.
• ​Office Management: Maintain office supplies, handle incoming/outgoing mail, and ensure digital files (via Dropbox or similar platforms) are accurately organized and secure.

​Qualifications & Skills

• ​Experience: 2+ years of experience in an administrative or secretarial role. Experience in the construction, roofing, or trades industry is highly preferred.
• ​Software Proficiency: Strong skills in Microsoft Office (Word, Excel) and digital document platforms (DocuSign, Dropbox). Experience with QuickBooks or specialized construction management software is a major plus.
• ​Skills:
• ​Exceptional organizational abilities and a knack for multitasking.
• ​Clear, professional verbal and written communication.
• ​A thick skin and a calm demeanor when handling busy phone lines or shifting crew schedules.
• ​Basic understanding of construction terminology, material tracking, and local permitting processes is beneficial.
• ​Education: High School Diploma or equivalent required; Associate’s degree in Business Administration or related field is a plus.

​Work Environment & Benefits

• ​Environment: Professional, fast-paced construction office.
• ​Schedule: Monday – Friday, day shift
• ​Compensation: Competitive hourly wage based on experience.

Pay: $17.00 - $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Paid time off

Work Location: In person