Roofing Office Manager / Claims & Operations VA – GoHighLevel + QuickBooks + Xactimate

Roofing Office Manager / Claims & Operations VA

CGR Legacy Construction is a growing roofing and construction company serving the St. Louis, Missouri market.

We are hiring a full-time, long-term Office Manager / Operations VA with previous experience supporting a U.S. roofing, restoration, construction, or home-services company.

This is not a basic data-entry VA position.

We are looking for someone who understands how a roofing company operates and can help keep customers, claims, jobs, contractors, paperwork, payments, and CRM follow-up organized.

Schedule & Pay
40 hours per week
Monday–Friday
8:00 AM–4:00 PM U.S. Central Time
$8–$10 USD/hour depending on experience
Long-term position

You must be available during these hours because the position includes live phone calls with U.S. customers, contractors, vendors, and insurance-related contacts.

What You Will Help Manage

CRM / GoHighLevel

Enter and update leads and customers
Manage opportunities and pipeline stages
Add notes and follow-up tasks
Schedule inspections and appointments
Send SMS/email follow-up
Keep customer records accurate
Identify leads/jobs missing information or next steps

Phones & Customer Communication

Answer inbound calls
Make outbound follow-up calls
Schedule roof inspections
Confirm appointments
Follow up with customers
Send texts and email s
Document conversations in the CRM

Roofing Insurance Administration

Track claims, carriers, adjusters, and scopes

Email /call insurance companies and adjusters
Organize claim documents, photos, estimates, and invoices
Track ACV, RCV, recoverable depreciation, and claim payments
Follow up on missing documentation
Help with Certificates of Completion and claim closeout

Contracts & Job Administration

Send approved contracts/contingencies
Track signatures
Organize job folders
Track job status and missing documents
Help prepare jobs for production
Coordinate information between office, sales, and contractors

QuickBooks / Financial Admin

Help manage invoices
Track payments and accounts receivable
Help organize receipts and job-cost information
Assist with payroll and contractor-payment preparation

Contractor Coordination

Call/text contractors
Confirm availability
Coordinate schedules
Request W-9s, COIs, agreements, and other paperwork
Follow up on invoices and missing information
Experience We Want

Required:

Previous U.S. roofing, restoration, construction, or home-services experience
Excellent spoken and written English
Comfortable answering U.S. customer phone calls
CRM experience
Strong organization and follow-through
Ability to work independently
Reliable computer, internet, headset, and quiet workspace

Strongly Preferred:

GoHighLevel / LeadConnector
QuickBooks Online
Roofing insurance claims
Adjuster communication
Carrier scopes
Recoverable depreciation
JobNimbus, AccuLynx, Roofr, or CompanyCam
Major Bonus: Xactimate & Supplements

We are especially interested in candidates who have experience with:

Xactimate
Roofing supplements
Reviewing carrier estimates
Identifying missing roofing line items
Comparing insurance scopes to contractor estimates
Preparing supplement documentation
Communicating with adjusters about scope differences

If you can independently handle roofing supplements or Xactimate estimating, make that very clear in your application.

Who We Want

We are looking for someone who takes ownership.

You should be the type of person who:

Notices when something is missing
Follows up without being reminded
Keeps the CRM accurate
Documents conversations
Keeps customers informed
Keeps jobs moving
Knows when something needs owner approval
Can manage several priorities without losing details
How to Apply

Start your application with:

ROOFING OPS

Then answer these five questions:

1. Roofing Experience
What roofing, restoration, construction, or home-services companies have you worked for, and what did you personally handle?

2. Insurance / Supplements
Describe any experience you have with roofing claims, adjusters, carrier scopes, supplements, ACV/RCV, depreciation, or Certificates of Completion.

3. Software
Tell us your actual experience with GoHighLevel, QuickBooks, Xactimate, JobNimbus, AccuLynx, Roofr, CompanyCam, or similar systems.

4. Phone Experience
Describe your experience answering or making calls for U.S.-based customers.

5. Availability & Rate
Confirm you can work Monday–Friday, 8:00 AM–4:00 PM Central Time, and tell us your requested hourly rate.

Voice Introduction Required

Include a 60–90 second voice or Loom video introduction explaining:

Your name
Your relevant roofing/construction experience
Why you think you would be a strong fit

Because this position involves customer phone calls, excellent spoken English is required.

CGR Legacy Construction
Roofing Done Right. Start to Finish.