Office Administrator / Administrative Assistant

Office & Front Desk Support

• Answer incoming calls, route them appropriately, and take messages when needed
• Greet and assist visitors in a professional manner
• Support communications such as phone calls, conference calls, and Teams meetings
• Maintain office phone systems and contact lists
• Keep reception and common areas clean, organized, and presentable

Administrative Support

• Prepare, proofread, and finalize documents such as letters and meeting notes
• Manage incoming and outgoing mail and packages
• Maintain organized electronic and paper filing systems
• Order and manage office supplies and equipment

Project & Construction Support

• Assist Project Managers with setting up and organizing project documentation
• Create and maintain project files (both electronic and physical)
• Process equipment transfers and weekly costs reports
• Process purchase orders, subcontracts, and change orders
• Help prepare bid documents, including forms, bonds, and signatures
• Assist with bid invitations and communications with subcontractors

Accounting & Payroll Support

• Enter payroll data and review time records for field employees
• Process invoices, match them to receipts, and enter them into systems
• Assist with client billing and required documentation
• Track and collect certified payroll reports from subcontractors

Compliance & Documentation

• Request and maintain subcontractor insurance and workers’ compensation certificates
• Assist with project closeout documentation (manuals, waivers, and drawings)
• Help maintain contractor registrations and certifications
• Ensure required forms and compliance documents are completed accurately

General Office Coordination

• Run occasional office errands (banking, supplies, deliveries)
• Maintain office records, including jobsite and contact information
• Support company events and seasonal activities
• Manage petty cash and assist with general office tracking needs
• Perform additional duties as needed to support the team

Qualifications & Skills

• Strong communication and organizational skills
• Ability to manage multiple tasks and priorities independently
• Proficiency in Microsoft Office (Word and Excel)
• Basic understanding of accounting and invoicing processes
• Comfortable working with office equipment and technology
• Attention to detail