Front Office Administrator

Company: Odyssey Contracting
Location: Southeast U.S.
Employment Type: Full-Time

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Position Overview

Odyssey Contracting is seeking a highly organized, professional Front Office Administrator to serve as the operational hub of the company. This role is responsible for front-end coordination, administrative execution, internal communication, and system accuracy, ensuring that leads, jobs, documents, and people are supported efficiently.

This position is critical to keeping Sales, Project Management, Accounting, and Leadership aligned. The Front Office Administrator is detail-obsessed, process-oriented, and calm under pressure, capable of managing multiple priorities without dropping the ball.

Core Responsibilities

Front Office & Communication Management

• Answer and route incoming calls, emails, and inquiries professionally.
• Serve as the first point of contact for clients, vendors, and partners.
• Maintain a polished, professional tone that reflects Odyssey’s brand.
• Manage calendars, appointments, and internal scheduling as assigned.
• Ensure messages and requests are routed to the correct team members.

Lead Intake & CRM Administration

• Enter and manage new leads in the company CRM.
• Verify lead information, contact details, and project type accuracy.
• Assign leads according to internal workflows.
• Track lead status changes and follow-up tasks.
• Ensure CRM data cleanliness and consistency.

Job & Project Administration

• Assist with job setup after contracts are signed.
• Create and maintain digital job folders.
• Upload contracts, scopes, plans, permits, and documentation.
• Support Project Managers with administrative job updates.
• Track inspections, approvals, and required documentation.

Sales & Production Support

• Support Sales Reps with proposal preparation and document handling.
• Schedule site visits, sales appointments, and handoff meetings.
• Assist with contract execution and deposit coordination.
• Support Production with scheduling confirmations and communication.
• Ensure clean handoff documentation from Sales to Operations.

Accounting & Billing Support

• Assist with invoice preparation and billing milestones.
• Coordinate with Accounting on deposits, invoices, and documentation.
• Track outstanding documents required for billing.
• Support AR follow-up by providing documentation and status updates.
• Maintain accurate records for financial workflows.

Office Organization & Systems

• Maintain standardized file naming and folder structures.
• Enforce internal SOPs related to documentation and workflows.
• Assist with SOP updates and process improvements.
• Track administrative tasks and deadlines.
• Keep internal systems organized and audit-ready.

Required Qualifications

• 2+ years of administrative or office support experience.
• Strong organizational and multitasking skills.
• High attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Proficiency with Google Workspace and office software.
• Ability to follow processes and meet deadlines consistently.
• Professional demeanor and customer-service mindset.

Preferred Qualifications

• Experience in construction, contracting, or home services.
• Familiarity with construction CRMs and job tracking systems.
• Experience supporting sales or project management teams.
• Basic understanding of construction terminology and workflows.
• Experience working with QuickBooks or accounting teams.

Key Traits for Success at Odyssey Contracting

• Exceptionally organized and dependable.
• Proactive and self-directed.
• Comfortable managing competing priorities.
• Process-driven and detail-oriented.
• Professional, calm, and solution-focused.
• Takes ownership of assigned responsibilities.

Performance Metrics

• Accuracy and completeness of CRM data.
• Timeliness of job setup and documentation.
• Responsiveness to internal and external communication.
• Reduction in administrative errors or rework.
• Support effectiveness for Sales, PMs, and Accounting.
• Consistency in following SOPs.

Why Join Odyssey Contracting

• Stable, growing construction company with clear systems.
• Defined expectations and accountability.
• Leadership that values organization and execution.
• Opportunity to grow into Operations or Office Management roles.
• Be a critical part of a well-run, professional organization.