Installed Building Products

Job Details

Description

Pay Range: $28.00-$32.00 hourly, depending on experience

We are currently seeking a Skilled and Experienced office coordinator to join our team.

Office Administration

• Answer and route incoming calls professionally.
• Greet and assist customers and visitors at the office.
• Maintain organized and accurate branch records and folders.
• Lead the branch implementation of new initiatives from the Support Group.
• Assist with planning and coordination of branch events and meetings.

Human Resources

• Manage the hiring process, including onboarding, I-9 processing, and new hire documentation in UKG.
• Distribute and explain HR and benefits documents to employees.
• Provide information on 401(k) enrollment and benefits eligibility.
• Serve as the branch point of contact for employee benefits and compliance questions.
• Maintain confidential and accurate employee files.
• Report and track disciplinary actions and policy violations.
• Communicate open enrollment periods and distribute related materials.

Payroll

• Collect and report weekly hours for hourly and salaried employees.
• Calculate and report overtime and premium pay.
• Submit completed payroll spreadsheets to the payroll department weekly.
• Distribute paychecks and resolve payment discrepancies.
• Process final checks for terminated employees in accordance with state laws.
• Track and maintain vacation balances and usage.
• Handle certified payroll, prevailing wage, and minority reporting.

Job Management

• Enter external estimates into jobCORE.
• Set up new customers, including credit checks and state compliance validation.
• Prepare and submit job billing, including AIA billings and reconciliations.
• Monitor job budgets, contract values, and costs in jobCORE.
• Ensure proper handling of job contracts, change orders, and compliance documentation.
• Scan and archive all job-related documents per branch procedures.

Accounts Receivable

• Process customer payments, deposits, and credit card transactions.
• Complete debit and credit memos as needed.
• Generate and send customer statements.
• Perform collection calls and assist in lien filings when necessary.
• Work with the Support Group on uncollectible invoices and unclaimed funds.
• Complete the Status Code Report quarterly.

Accounts Payable

• Set up new vendors and maintain required documentation.
• Manage purchase orders, inventory receipts, and vendor invoices through CoreCentric.
• Reconcile purchase orders and submit monthly PO Logs.
• Distribute and reconcile petty checks and per diems.
• Assist employees with reimbursement requests and expense reporting.
• Manage P-Card expenses and monthly reporting.

Inventory Management

• Monitor daily inventory usage and transfers.
• Maintain job site inventory lists and coordinate monthly counts.
• Enter physical counts into jobCORE and run variance reports.
• Submit reports to internal systems and retain documents for audits.

Fleet Management

• Maintain vehicle files and registrations.
• Coordinate with the IBP Fleet department for requests and compliance.
• Request and manage certificates of insurance for vehicles.

Risk & Insurance

• Manage certificates of insurance requests.
• Coordinate with IBP Risk Management on workplace injuries and claims.

Qualifications:

• 3+ years of experience in administrative, HR, or operations roles.
• Strong knowledge of payroll, benefits, and HR compliance.
• Familiarity with construction billing, AIA forms, and job costing is preferred.
• Excellent communication, organization, and multitasking skills.
• Proficiency in Microsoft Office Suite, especially Excel.
• Experience with UKG, CoreCentric, jobCORE, and related systems is a plus.
• High attention to detail and ability to maintain confidentiality.

Physical demands:

Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions. You must be able to lift light to moderate weights and sit for extended periods to complete your computer job.

Benefits:

• Medical, dental, and vision coverage
• Company Paid Life Insurance
• Longevity Stock Program
• IBP Foundation
• Scholarship opportunities
• Paid vacation and holidays
• Employee Financial Assistance Program
• Opportunities for growth and advancement.
• 401(K) (Pre-Tax and Post-Tax) Roth 401(k) with company matching
• Supplemental Insurance (Short- and Long-Term disability, hospital indemnity, accident, critical illness, supplemental life insurance

Integrity, knowledge, and excellent service – These aren’t just words—they represent how Anchor Insulation does business. Whatever your needs, you can trust us to offer high-quality products and services. Our commitment is to exceed our customers’ expectations by providing exceptional service using the highest quality products.

Explore your next career opportunity and join the Anchor Insulation team!

EEO Statement

IBP is an equal opportunity employer. 

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.