Office Administrator

JOB DESCRIPTION – Office Administrator

Description: The Office Administrator is responsible for providing high-level administrative and clerical support to ensure the smooth and efficient operation of the company. This role assists managers, teams, and departments by performing a variety of tasks including scheduling, communication, document preparation, and office coordination. The Administrative Assistant plays a key role in maintaining organization, supporting internal processes, and fostering effective communication within the company.

Department: Administration

Reports To: Administrative Lead/ Manager/ CEO/ PresidentRequirements & Skills:

• Bachelor’s degree in Business Administration, Office Management, or a related field; or at least one year of experience in a similar administrative role.

• Excellent verbal, written, and interpersonal communication skills to effectively support internal teams and coordinate with external partners.

• Strong problem-solving abilities and the capacity to manage routine and unexpected issues independently.

• Exceptional attention to detail to ensure accuracy in documentation, scheduling, and file management.

• Proven time management and organizational skills, with the ability to prioritize and complete tasks efficiently under deadlines.

• Ability to collaborate effectively with team members and support departments with professionalism and discretion.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace (Docs, Sheets, Drive, Calendar).

• Experience in managing schedules, appointments, and travel arrangements for staff or executives.

• Familiarity with administrative documentation, including permits, business licenses, certifications, and insurance-related forms.

• High degree of professionalism, confidentiality, and integrity in handling sensitive information.

Responsibilities: HQ-Specific Administrative Duties:

• Act as the main liaison with Building Management for all facility-related matters.

• Coordinate repair and maintenance of HQ equipment and machinery.

• Perform fire safety checks, manage fire extinguisher servicing, and coordinate with the fire department.

• Ensure weekly trash disposal and salt level checks for the water softener.

• Schedule building maintenance services including HVAC, plumbing, pest control, and window cleaning.

Accounting Support (Limited Scope):

• Assist with depositing checks into the bank.

• Help prepare and mail out checks as directed by the Accounting teamGeneral Administrative Work:

• Documentation and Compliance

• Prepare, process, and update documents such as permits, licenses, certifications, insurance records, and car registrations.

• Maintain and regularly update the Permit, License, and Insurance Log.

• Process and send bonds (Bid, Payment, Performance) and insurance requests as needed.

• Coordinate with the Admin Lead on bonding requirements once a notice of award is received.

• Coordination and Processing

• Assist with processing expense reports for AMEX and travel-related documentation.

• Coordinating equipment rentals and transportation logistics for the job site.

• Oversee the repair and maintenance of lifts

• Administrative Support

• Provide administrative support to managers and staff across departments.

• Assist in ensuring the timely completion of assigned projects.

• Handle daily updates of the backlog report and related administrative logs.

• Manage logistics such as FedEx labels, phone plans, internet, and utility accounts.

• Communication and Office Management

• Act as the first point of contact for phone, email, and general office correspondence.

• Ensure effective communication and collaboration with internal teams and external contacts.

• Maintain organized digital and physical filing systems.

• Monitor and manage office supplies, equipment, and general tidiness of the workplace.

• Update and maintain Click upland Google Drive files for the projects or other files.By applying to this job, you agree to receive periodic text messages from this employer and Homebase about your pending job application. Opt out anytime. Msg & data rates may apply.Powered by Homebase. Free employee scheduling, time clock and hiring tools.