Description

Position Summary

The Office Administrator serves as the central hub of daily operations, supporting front desk functions, project coordination, accounting processes, and office management. This role is critical to maintaining organization, communication, and efficiency across all departments, while delivering a professional and welcoming experience to clients, vendors, and team members.

 
Key Responsibilities

Front Desk & Administrative Support

• Serve as the first point of contact for guests, clients, and vendors with a professional and welcoming demeanor
• Answer and direct incoming phone calls promptly and professionally
• Maintain emergency call line and on-call schedules
• Manage calendars, schedule appointments, and coordinate meetings, lunches, and company events
• Open, sort, and distribute incoming mail and emails; maintain multiple inboxes
• Prepare and distribute internal and external communications (emails, memos, reports, etc.)
• Coordinate employee travel arrangements, including lodging reservations
• Maintain organized electronic and physical filing systems
• Ensure overall cleanliness and organization of office spaces
• Coordinate with IT support as needed
• Order and manage employee uniforms 
   

Project Coordination

• Review intake sheets for completeness and accuracy; follow up with clients as needed
• Enter new jobs into project management systems and distribute to Project Managers
• Send Work Service Agreements (WSAs) to clients and Master Service Agreements (MSAs) to vendors
• Track and maintain vendor compliance documentation (W-9s, Certificates of Insurance, etc.)
• Maintain organized project files and documentation
• Assist with job closeout documentation
• Prepare reports, documents, and presentations as needed 
   

Risk Management & Safety

• Maintain and update subcontractor compliance files
• Track and maintain employee safety training records
• Schedule required safety training classes
• Maintain training documentation and sign-in records
• Assist with updates to safety manuals and training materials 

 Accounting Support

• Assist Accounts Payable and Accounts Receivable processes
• Code and distribute vendor invoices accurately
• Support weekly syncing of project management and accounting systems
• Audit payroll entries for accuracy on a weekly basis 
   

Fleet Management

• Maintain fleet logs and records
• Coordinate annual vehicle registration renewals 
   

Office Operations & Facilities

• Maintain inventory of office, kitchen, and cleaning supplies
• Order supplies and manage stock levels proactively
• Coordinate building maintenance and repairs with property management
• Ensure office equipment (copiers, printers, etc.) is stocked and operational
• Maintain organization of company keys and access controls 
   

Marketing Support

• Assist with preparation and organization of marketing materials

Requirements

Qualifications

Education & Experience

• High School Diploma or equivalent required
• Additional coursework, certifications, or administrative training preferred
• Minimum of 3 years of administrative or office management experience 
   

Licenses

• Valid Driver’s License required 
   

Skills & Competencies

• Strong written and verbal communication skills
• Excellent customer service and interpersonal skills
• Highly organized with strong attention to detail
• Ability to manage multiple tasks and prioritize effectively
• Dependable, punctual, and professional 
   

Technical Skills

• Proficiency in Microsoft Office Suite
• Experience with Microsoft Teams (preferred)
• General office equipment and data entry proficiency 
   

Physical Requirements

• Ability to sit for extended periods
• Ability to lift and carry up to 30 pounds
• Occasional bending, crouching, and kneeling
• Ability to operate office equipment and computers
• Ability to communicate effectively in person and by phone
• Visual ability to read screens and printed materials