Office Administrator

Position Overview

We are seeking a highly organized and detail-oriented Office Administrator to oversee and manage essential business functions, including commercial job preparation, billing, human resources, and risk management. The ideal candidate will ensure efficient office operations, compliance with regulatory requirements, and smooth communication between departments.

Key Responsibilities

Commercial Operations

Job Preparation:

• Manage the permitting process, ensuring all required approvals and documentation are obtained.
• Coordinate utility locates to prevent damage to underground infrastructure.
• Develop and maintain job schedules, coordinating with crews and clients to ensure timely project execution.

Billing & Invoicing:

• Process job-related invoices and ensure accurate and timely billing.
• Work closely with project managers and finance to track job costs and payments.
• Follow up on outstanding invoices and assist in collections when necessary.

Human Resources (HR) Administration

Onboarding & Employee Management:

• Handle new employee paperwork, background checks, and orientation.
• Maintain employee records and ensure compliance with HR policies and labor laws.

Payroll Administration:

• Process and verify payroll, including tracking hours, overtime, and deductions.
• Ensure accurate payroll tax reporting and compliance with wage laws.

Workers' Compensation:

• Administer workers' compensation claims and maintain proper documentation.
• Coordinate with insurance providers, employees, and management to facilitate claim resolutions.

Risk Management & Compliance

Insurance & Claims Management:

• Conduct audits for general liability, workers' compensation, and other required insurances.
• Handle policy renewals and ensure the company remains in compliance with insurance requirements.
• Manage the filing and tracking of insurance claims, coordinating with carriers and legal teams as needed.

Regulatory Compliance:

• Stay updated on industry regulations and ensure company policies align with compliance standards.
• Assist in safety training initiatives and maintain records of safety protocols.

Qualifications & Skills

• Proven experience in office administration, preferably in construction, irrigation, or a related industry.
• Strong organizational and multitasking abilities, with attention to detail.
• Proficiency in office software (e.g., Microsoft Office Suite, QuickBooks, or similar accounting software).
• Knowledge of permitting, payroll processing, and workers' compensation procedures.
• Strong communication skills and the ability to coordinate with multiple teams.
• Ability to handle sensitive information with discretion.

Preferred Qualifications

• Experience with scheduling and job preparation in a commercial setting.
• Familiarity with insurance audits and risk management procedures.
• Previous experience in HR-related roles, including onboarding and payroll processing.

Work Environment

• This position requires both independent work and collaboration with different teams.
• May require occasional travel to permitting offices or job sites.

Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Benefits:

• Paid time off
• Professional development assistance

Schedule:

• 8 hour shift

Work Location: Hybrid remote in Land O' Lakes, FL 34638

Salary : $40,000 - $50,000