Office Administrator

Job Title: Office Administrator

Location: Beverly, MA

Department: Administration

Reports To: HR Director

Job Summary

We are seeking a detail-oriented and organized Administrator to join our civil engineering firm. This role combines administrative support with Finance and Human Resources responsibilities ensuring smooth day-to-day operations and accurate financial records. The ideal candidate will possess excellent multitasking abilities, strong communication skills, and a keen eye for detail, supporting both administrative and financial functions within the firm.

Key Responsibilities

Bookkeeping Duties

• Record and maintain financial transactions using [Accounting Software, e.g., QuickBooks, Sage, Deltek]
• Reconcile bank statements and company credit card accounts
• Generate invoices, track payments, and follow up on overdue accounts
• Assist with preparing financial reports and budgets
• Maintain accurate records of project costs, expenses, and billing

Payroll Duties

• Process bi-weekly payroll, ensuring compliance with state and federal regulations
• Maintain accurate employee records, including timesheets, benefits, and deductions
• Handle tax filings and ensure timely submission of required reports
• Address payroll-related inquiries from employees

Administrative Duties

• Assist with support to engineers, project managers, and office staff
• Coordinate office communications, including answering calls, responding to emails, and handling correspondence
• Schedule and prepare for meetings and events
• Organize and maintain electronic and physical files, ensuring accessibility and compliance with company policies
• Order office supplies and oversee inventory management
• Prepare and distribute internal and external reports, presentations, and memos

Qualifications

Education and Experience

• High school diploma or equivalent required; an associate degree in business administration, accounting, or a related field is preferred.
• Minimum of 2-3 years of experience in an administrative, bookkeeping, or payroll role, preferably in a professional services or construction-related industry.

Skills and Competencies

• Proficiency in bookkeeping software (e.g., Deltek, QuickBooks, Sage) and payroll systems
• Advanced knowledge of Microsoft Office Suite (Word, Excel, Outlook)
• Strong organizational and time-management skills
• Excellent verbal and written communication skills
• Familiarity with civil engineering or construction industry operations is a plus

Other Requirements

• Strong attention to detail and accuracy
• Ability to maintain confidentiality and handle sensitive information
• Capacity to work independently and as part of a team

Benefits

• Competitive salary based on experience
• Comprehensive benefits package, including health insurance, retirement plans, and paid time off
• Flexible work week
• 30-36 hours per week