Administrative Support Coordinator

Lighthouse Exteriors • Madison Heights, MI • 2h ago

Purpose:

Drive financial accuracy and operational efficiency by managing day-to-day bookkeeping, administrative coordination, and project support functions for Lighthouse Exteriors.

Summary of the Position:

Lighthouse Exteriors is seeking a detail-oriented Administrative Support Coordinator to support both financial operations and production administration. This role is responsible for maintaining accurate financial records, managing accounts payable and receivable, assisting with payroll and reconciliations, and preparing routine financial reports. In addition, this position helps keep projects moving by tracking job status, coordinating permits and inspections, maintaining project documentation, updating CRM records, and supporting communication between customers, vendors, subcontractors, project managers, and the production team.

Job Description:

The ideal candidate is highly organized, proactive, and able to manage multiple priorities in a fast-paced environment. Success in this role requires strong attention to detail, sound judgment, clear communication, and the ability to maintain accurate financial and project records while supporting daily operations across the company.

Role and Responsibilities

Maintain accurate financial records, including general ledger activity, transaction coding, journal entries, reconciliations, accounts payable, accounts receivable, payroll support including commission reporting, and routine financial reporting

Prepare and organize supporting documentation for month-end close, audits, tax preparation, budgeting, job costing, project tracking, and compliance with accounting best practices

Maintain real-time awareness of job status and communicate updates clearly with project managers, the production manager, customers, subcontractors, and material suppliers

Coordinate permitting and inspection processes, including submitting, tracking, retrieving, and processing permit packages, as well as scheduling and managing all required job site inspections

Support production operations by coordinating dumpsters, material pickups, cleanup calls, labor invoices, certifications of completion, and pre- and post-inspection paperwork

Enter, track, and manage project data and documentation within CRM and other internal systems to ensure accurate process flow and current job status

Respond to, route, and follow up on phone calls, emails, social media messages, and production-related communications in a timely and professional manner

Handle inbound and outbound production calls, customer inquiries, and concerns while clearly explaining basic product features and services

Relay messages, issues, concerns, and project developments to the management team and support adherence to Production Standard Operating Procedures

Perform additional administrative and operational duties as assigned

Qualification and Requirem

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