Office Administrator

The ideal candidate will be in charge of the organization and efficiency of daily office operations. From scheduling client meetings, to communicating between departments, you will be responsible for completing multi-level tasks in a professional and timely manner. 

Responsibilities

• Manage the reception area and staff to ensure effective communication both internally and externally
• Supervise the maintenance of office areas, equipment, and facilities
• Interact with IT, phone and building personnel as needed
• Work with subcontractors to ensure paperwork is in order including contracts, CCB status checks, insurance certificates, and lien releases.
• Track and process invoices for subcontractors and material providers; review invoices and change order requests against contract documents; code invoices to expense categories.
• Maintain draw spreadsheets; prepare monthly draws to the construction lender. 
• Enter expense data into QuickBooks and compare actual vs. budgeted project costs – Set up new employees; collect and summarize timesheets; coordinate with a payroll company.
• Assist with the preparation of bid packages, sending out RFP’s, and evaluating subcontractor bids and handle compliance as required.
• Run new sub orientation sessions as necessary (paperwork, billing procedure, job site rules, recycling protocol…).
• Prepare and update a phone/contact list for subcontractors and material suppliers.
• Answer phones; copy, scan, fax and file documents; greet and direct visitors; maintain professional appearance and cleanliness of the construction office trailer.
• Keep office stocked with office supplies, post required items at the job site
• Run occasional errands for office supplies such as material pick-up

Requirements:

• Must have a high school diploma or a Bachelor’s degree in business, administration, or a related field.
• Must have at least two years of office administration experience.
• Must be proficient in a variety of computer software applications including Microsoft Office Suite (Word, Excel, Outlook, and Access).
• Must be comfortable handling confidential information.
• Must have good Multi-tasking and time-management skills, with the ability to prioritize tasks