Office Administrator
Role Overview
Fence Masters has been building fences across the Chicago area since 1983, on residential, commercial, and public projects. We’re growing, and we need an organized, steady person at the center of the office who keeps things moving.
The Role
You’ll be the hub of the office. You answer the phone, keep contract paperwork moving from signed deal to closed-out job, and handle the many small tasks that keep a busy contractor running.
What You’ll Do
Front line: Answer and route incoming calls, take messages, and greet visitors. You’re often a customer’s first impression of Fence Masters.
Contract paperwork: Track each job’s documents from start to finish, including signed contracts, change orders, permits, certificates of insurance, lien waivers, submittals, and closeout packages. Chase down missing signatures and make sure nothing holds up a start date or a final payment.
Coordination: Work with sales, project managers, and accounting to keep job files complete and up to date in our systems.
Office operations: Order supplies, handle mail, manage vendor and customer records, and keep the office running smoothly.
Admin support: Handle data entry, scheduling help, document prep, and whatever ad hoc tasks come up.
Basic IT: Be the first stop for simple tech problems like printers, phones, user setups, and password resets, and know when to call outside support.
What We’re Looking For
2+ years in an office admin, coordinator, or reception role. Construction or trades experience is a big plus.
Highly organized and detail-oriented, with strong follow-through
Clear, friendly phone manner and good written communication
Comfortable with Microsoft Office or Google Workspace and quick to learn new software
Able to juggle competing priorities without dropping balls
Basic tech comfort. You don’t need to be an IT pro, just willing to troubleshoot.
Familiarity with QuickBooks, a CRM, or construction paperwork (permits, COIs, lien waivers) is a plus
Full Job Posting
About Us
Fence Masters has been building fences across the Chicago area since 1983, on residential, commercial, and public projects. We’re growing, and we need an organized, steady person at the center of the office who keeps things moving.
The Role
You’ll be the hub of the office. You answer the phone, keep contract paperwork moving from signed deal to closed-out job, and handle the many small tasks that keep a busy contractor running.
What You’ll Do
Front line: Answer and route incoming calls, take messages, and greet visitors. You’re often a customer’s first impression of Fence Masters.
Contract paperwork: Track each job’s documents from start to finish, including signed contracts, change orders, permits, certificates of insurance, lien waivers, submittals, and closeout packages. Chase down missing signatures and make sure nothing holds up a start date or a final payment.
Coordination: Work with sales, project managers, and accounting to keep job files complete and up to date in our systems.
Office operations: Order supplies, handle mail, manage vendor and customer records, and keep the office running smoothly.
Admin support: Handle data entry, scheduling help, document prep, and whatever ad hoc tasks come up.
Basic IT: Be the first stop for simple tech problems like printers, phones, user setups, and password resets, and know when to call outside support.
What We’re Looking For
2+ years in an office admin, coordinator, or reception role. Construction or trades experience is a big plus.
Highly organized and detail-oriented, with strong follow-through
Clear, friendly phone manner and good written communication
Comfortable with Microsoft Office or Google Workspace and quick to learn new software
Able to juggle competing priorities without dropping balls
Basic tech comfort. You don’t need to be an IT pro, just willing to troubleshoot.
Familiarity with QuickBooks, a CRM, or construction paperwork (permits, COIs, lien waivers) is a plus
Qualifications
- 2+ years in an office admin, coordinator, or reception role. Construction or trades experience is a big plus.
- Highly organized and detail-oriented, with strong follow-through
- Clear, friendly phone manner and good written communication
- Comfortable with Microsoft Office or Google Workspace and quick to learn new software
- Able to juggle competing priorities without dropping balls
- Basic tech comfort. You don’t need to be an IT pro, just willing to troubleshoot.
Preferred Qualifications
- Familiarity with QuickBooks, a CRM, or construction paperwork (permits, COIs, lien waivers) is a plus
Responsibilities
- Front line: Answer and route incoming calls, take messages, and greet visitors. You’re often a customer’s first impression of Fence Masters.
- Contract paperwork: Track each job’s documents from start to finish, including signed contracts, change orders, permits, certificates of insurance, lien waivers, submittals, and closeout packages. Chase down missing signatures and make sure nothing holds up a start date or a final payment.
- Coordination: Work with sales, project managers, and accounting to keep job files complete and up to date in our systems.
- Office operations: Order supplies, handle mail, manage vendor and customer records, and keep the office running smoothly.
- Admin support: Handle data entry, scheduling help, document prep, and whatever ad hoc tasks come up.
- Basic IT: Be the first stop for simple tech problems like printers, phones, user setups, and password resets, and know when to call outside support.
- 2+ years in an office admin, coordinator, or reception role. Construction or trades experience is a big plus.
- Highly organized and detail-oriented, with strong follow-through
- Clear, friendly phone manner and good written communication
- Comfortable with Microsoft Office or Google Workspace and quick to learn new software
- Able to juggle competing priorities without dropping balls
- Basic tech comfort. You don’t need to be an IT pro, just willing to troubleshoot.
- Familiarity with QuickBooks, a CRM, or construction paperwork (permits, COIs, lien waivers) is a plus
About Fence Masters
Chicago-based provider of residential and commercial fencing solutions.
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