Office Administrator / Permitting & Billing Coordinator

The Porch Factory is looking for an organized, detail-driven Office Administrator to support our operations from project setup through billing. This role combines office administration, permitting coordination, and invoicing/A/R. It reports directly to the Vice President and works closely with sales, engineering, and operations.---

Office Administration & Project Setup

· Open and set up new jobs in Buildertrend

· Link jobs correctly to QuickBooks

· Maintain organized digital and physical job files

· Update job notes and logs throughout the project lifecycle

· Support front office operations and scheduling as needed

Permitting & Coordination

· Manage permits from submission through approval

· Coordinate with engineers for plans and revisions

· Submit permit applications to local building departments

· Track permit status and communicate updates to customers and internal teams

· Schedule required inspections

· Prepare permit and measure folders

· Order specialty items and coordinate deliveries when needed

Invoicing & Accounts Receivable

· Prepare and send customer invoices accurately and on time

· Track payments and manage accounts receivable

· Follow up on outstanding balances professionally

· Apply deposits, progress payments, and final payments correctly

· Assist with resolving billing questions or discrepancies

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What We’re Looking For

· Experience in office administration (construction or trades preferred)

· Experience with invoicing and accounts receivable required

· Buildertrend and QuickBooks experience strongly preferred

· Highly organized with strong attention to detail

· Ability to manage multiple projects and deadlines

· Clear, professional communication skills

· Comfortable working with customers, engineers, and municipalities

To apply please email your resume to Andie Brann at abrann@theporchfactory.com