What are the responsibilities and job description for the Office Administrator position at Chris-Tel Construction?
ABOUT US
Chris-Tel Construction is a Florida based firm providing Construction Management, Design-Build, and General Contracting services to private and public clients since 1989. Chris-Tel has a diverse portfolio of award-winning work and has successfully completed thousands of projects including K-12 work, higher education, medical facilities, multi-family housing, roadway and infrastructure improvements, industrial facilities, and athletic and recreational facilities to name a few.
OVERVIEW
The Office Administrator is responsible for the overall coordination of the front office including answering incoming calls and receiving and distributing email, mail, and packages. This position is also tasked with assisting with several subcontractor compliance duties related to the payment and verification of subcontractors. This role will also provide general office support and assistance with a variety of clerical activities and related tasks. Their responsibility is to ensure all visitors and guests first impression of the Company is one that is aligned with our values and reputation of excellence and customer service.
DUTIES
Core duties include but are not limited to the following:
Receptionist/Front Office
- Greet, welcome, and assist all Company visitors and guests with a genuine friendly tone and appearance, while presenting a professional and courteous image.
- Monitor visitor access and maintain security awareness.
- Answer and screen incoming calls, take detailed messages, and distribute via email to appropriate employees.
- Maintain safe and clean offices including kitchen and conference rooms by inspecting daily and organizing/cleaning as necessary.
- Monitor and maintain office equipment.
- Monitor and maintain front office conference calendar.
- Assist with the maintenance of office facilities.
- Receive, sort, and forward incoming emails, faxes, mail, and packages.
- Keep inventory and assist with ordering, receiving, stocking, and distributing office supplies.
- Order postage as necessary.
- Maintain bathroom supplies stocked.
- Filing, file cabinet organization, create file folders for new projects.
- Maintain and organize paper and electronic files in the billing office.
Administrative
- Prepare AP check mailings and maintain check release log.
- Edit releases and distribute with checks.
- Monitor and maintain subcontractor compliance documents.
- Track Notice To Owners filed by subcontractors.
- Create project numbers and maintain Project Number Log.
- Assist Accounting with reviewing of Pay Application process as needed.
- Assume all administrative and clerical duties when assigned and deemed necessary.
- Any and all duties as reasonably assigned.
SUPERVISORY RESPONSIBILITY
This position has no supervisory responsibilities.
EDUCATION/KNOWLEDGE
- High School Diploma or GED is required.
- Minimum one (1) year customer service experience required. Reception experience preferred.
- Experience working with GCPay is preferred.
- Proficient with Microsoft Office (Outlook, Word, Excel and PowerPoint) is required.
SKILLS/ABILITIES
- Effective professional verbal and written communication skills.
- Strong customer service skills.
- Maintain professional internal and external relationships that meet Company values.
- Strong organizational skills.
- Receptive ability to learn and utilize telecommunication systems.
- Ability to problem solve under various situations and within limited time frames.
- Detail oriented with the ability to accurately multi-task in order to meet deadlines.
- Ability to work independently and within a team.
TRAVEL
This job does not require international travel. Occasionally, local travel within driving distance may be required.
WORK CONDITIONS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, copy machines, and filing cabinets. While performing the duties of this job, the employee is regularly sitting for long periods of time. Compliant with the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
Employees have a duty of care for the health and safety of their co-workers, customers, and the general public. Careless reckless action will not be tolerated.
BENEFITS
- ESOP (Employee Stock Ownership Plan)
- Health Insurance (100% paid for employee only coverage)
- Dental Insurance
- Vision Insurance
- Flexible Spending Account (FSA)
- Short-Term Disability
- Long-Term Disability
- Voluntary Life & AD&D Insurance
- Aflac Ancillary Insurance
- Identity Theft Protection
- Pet Insurance
- Paid Time Off
- Paid Holidays
- 401(k) Retirement Plan
- Paid Training
Chris-Tel Construction is an equal opportunity employer and makes employment decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability status, age, or any other status protected by law.
Chris-Tel Construction is a Drug Free Workplace.
Job Type: Full-time
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Paid time off
- Professional development assistance
- Referral program
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
