Office Administrator - Roofing at Cogent Analytics – Louisville, Kentucky

This role is the organizational backbone of a busy roofing and specialtyproduct office. The Office Administrator ensures smooth daily operations by managing frontoffice workflow, supporting customer documentation and CRM updates, assisting with order fulfillment for a proprietary product, and providing basic marketing and trade show support. By keeping information accurate and tasks moving quickly, this position helps leadership stay focused on finance, sales, and operations while ensuring customers experience a responsive, professional team.

Qualifications

Significant experience in office administration, customer service, or frontdesk support

Comfortable with email, Excel, and shared file systems

Strong organizational skills and attention to detail

Professional, friendly communication with customers and internal staff

Ability to manage multiple small tasks and follow through independently

Must be able to lift / move up to 50 pounds without assistance

Key Responsibilities

Front Office & Mail Management

Process incoming and outgoing mail each business day and route items appropriately.

Maintain a clean, organized office environment, including weekly light cleaning tasks.

Customer Documentation & CRM Support

Prepare and send Certificates of Completion and maintain organized digital copies.

Capture lead information and ensure it is passed along for CRM entry and followup.

Set up new customer job files in shared storage systems to support smooth project starts.

Maintain an uptodate list of all sold jobs in the CRM on a biweekly schedule.

Order Fulfillment Support

Assemble parts boxes for product orders as needed.

Print customer labels and complete shipping paperwork.

Ship orders on schedule and maintain simple status notes for quick reference.

Order office supplies and basic materials related to order fulfillment, coordinating with the Office Manager on budget.

Marketing & Trade Show Assistance

Support preparation for industry trade shows, including the annual IRE event.

Gather and organize show information and maintain yearly show documentation.

Coordinate with printers using provided spreadsheets and marketing trackers.

Laminate materials and assemble packets, signage, or displays as needed.

General Office Support

Assist with copying, scanning, filing, and other administrative tasks for leadership.

Provide backup phone and reception coverage when required.

Help with simple errands or office projects that keep operations running smoothly.

Working Expectations

Complete daily mail, orderrelated tasks, and CRM updates consistently and on time.

Keep digital and physical files organized and easy to navigate.

Ask questions early when information is incomplete or unclear.

Maintain a friendly, professional demeanor with customers, vendors, and visitors.

Treat all customer and job information as confidential.

Tools & Systems

Email and phone systems

Shared file storage (e.g., Dropbox)

CRM platform for tracking leads and sold jobs

Excelbased marketing and display spreadsheets

Shipping platforms and label tools

Standard office equipment (printers, laminators, postage tools)