Jobsite Administrator - Tyndall AFB

Any Employment Offers are Contingent Upon Successful Completion of the Following:

• Verification of Work Authorization and Employment Eligibility 
• Substance Abuse Screening
• Physical Exam (if applicable)
• Background Checks for Badging/Security Clearances (if applicable)

About Hensel Phelps:

Founded in 1937, Hensel Phelps specializes in building development, construction and facility services in markets ranging from aviation to government, commercial, transportation, critical facilities, healthcare and transportation. Ranked #1 in aviation and #6 overall general contractor in 2024 by BD C, Hensel Phelps is one of the largest employee-owned general contractors in the country. Driven to deliver EXCELLENCE in all we do and supported by our core values of Ownership, Integrity, Builder, Diversity and Community, Hensel Phelps brings our clients' visions to life with a comprehensive approach that begins with innovative planning and extends throughout the life of the property.

Position Description:

The Jobsite Administrator is responsible for a variety of administrative and clerical duties to support daily office operations for multiple departments and projects across the region. This individual is a service-oriented team member who can take initiative, work independently, and adapt quickly in a fast-paced work environment.

Position Qualifications:

• Associate degree preferred.
• 2 years administrative experience.
• Comprehensive proficiency in current version of Microsoft Word, Excel, and Outlook.
• Excellent oral and written communication skills; customer service oriented. 
• Collaborative, innovative, and quick learner. 
• Great attention to detail, organized, and ability to multitask. 
• Certification of Notary or Notary Certificate (acquired within 60 days of hire).

Essential Duties:

• Greet visitors/industry partners and help with check-in via visitor management system.
• Answer the central phone line and direct incoming calls to appropriate personnel.
• Provide administrative support to office executives, Estimating Department, Marketing Department, Operations Department, and for the operational needs of the region overall.
• Manage and update the regional calendar with company-wide events and meetings and oversee conference room scheduling; schedule and coordinate food and beverages for meetings as needed. 
• Compose and manage routine correspondence to all levels of personnel. 
• Maintain office machines, equipment, and supplies by conducting regular inventory checks, ordering supplies, and scheduling routine service appointments. 
• Submit payroll weekly for all office personnel and process weekly invoices. 
• Check and distribute mail daily.
• Coordinate building security access and parking for all office personnel and process badging and renewals for federal base access and maintain region-wide badging spreadsheet.
• Schedule travel arrangements and hotel accommodations for executives and other employees (as needed) and assist with planning of special events. 
• Oversee company fleet by keeping vehicle registration, safety inspection, and insurance up to date. Track vehicle location and transfers via equipment spreadsheet. 
• Responsible for helping with the New Hire onboarding via UKG Onboarding. 

Benefits:

Hensel Phelps provides generous benefits for our full-time employees. This position is eligible for company-paid medical insurance, life insurance, accidental death & dismemberment, long-term disability, 401(K) retirement plan, and our employee assistance program (EAP). Hensel Phelps also believes in the importance of taking time to recharge. As a result, employees are eligible for paid time off beginning upon hire. 

Equal Opportunity and Affirmative Action Employer:

Hensel Phelps is an equal opportunity and affirmative action employer.  Hensel Phelps shall not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity and expression, domestic partner status, pregnancy, disability, citizenship, genetic information, protected veteran status, or any other characteristic protected by federal, state, or local law.

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)