Office Administrator

Position SummaryThe Office Administrator will play a pivotal role in ensuring the smooth operation of our office by managing day-to-day administrative tasks, maintaining organizational systems, and supporting key workflows. This individual will be a critical liaison between internal teams, vendors, and project management processes, ensuring operational efficiency and accuracy.

Why Join Us?We take pride in fostering a collaborative and welcoming work environment where team members are valued and supported. Join a company that offers:

• A strong sense of teamwork and camaraderie.
• Competitive pay, comprehensive benefits, and a commitment to work-life balance.
• Opportunities for professional growth within a dynamic construction industry leader.
• A positive and stable work environment where most employees have been with us for over five years.

Primary Responsibilities

Daily Tasks:

• Manage and respond to emails and low-volume phone calls.
• Process mail and maintain electronic filing systems.
• Perform occasional paperwork filing.
• Enter data and estimates into QuickBooks.
• Track new business leads.

Weekly Tasks:

• Prepare Work Order (WO) invoices.
• Order and restock office supplies.
• Conduct project folder closeouts and lien waiver scanning.
• Reconcile credit card entries.
• Attend finance and service meetings, providing administrative support.
• Manage newsletters, social media updates, and insurance COI expiration dates.

Monthly Tasks:

• Reconcile fuel slips and credit card statements.
• Update Work in Progress (WIP) reports and clean project records.
• Review QuickBooks, project files, and service portals.
• Perform light office maintenance tasks.

As-Needed Tasks:

• Prepare binders, close-out packages, and vendor packets.
• Assist with contracts, event planning, and vendor systems.
• Set up Work Orders (WO).
• Update safety data sheets and maintain compliance documentation.

Qualifications

• Proven experience in an administrative role with strong organizational skills.
• Proficiency in Microsoft Office Suite, QuickBooks, and office management systems.
• Excellent communication, multitasking, and problem-solving abilities.
• Self-motivated with the ability to prioritize tasks independently.
• Keen attention to detail and a high degree of professionalism.

Schedule

• Monday to Friday, 8:00 AM - 4:30 PM.

Benefits

• Health Insurance and Dental Insurance.
• 401(k) with company contributions (after 90 days).
• Paid vacation and sick time.
• Paid major holidays.

Reporting StructureThe Office Administrator will report directly to the Office manager.

Potential for GrowthThis position offers opportunities for advancement as part of a growing team.We are an equal-opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status or disability.