Office Administrator / Executive Support

Office Administrator / Executive Support

Location: Lockport, IL | Full-time | On-site

We’re looking for a sharp, organized, and proactive individual to join our team as an Office Administrator / Executive Support. This is a get-things-done role for someone who thrives on structure, takes initiative, and keeps the wheels turning behind the scenes. You’ll work closely with company leadership to maintain critical systems and ensure nothing falls through the cracks.

This is a newly created position—many of these responsibilities are currently being handled directly by ownership and upper management. We’re now looking to hand off these essential tasks to someone who can own the role, bring new ideas to the table, and help develop or improve internal systems and standard operating procedures as we grow.

We are a second-generation, family-owned company with over 40 years in the athletic surfaces industry. We take pride in our work, our people, and the long-term relationships we’ve built. As our company continues to grow, this role has real potential to evolve into an administrative leadership position for the right candidate.

Key Responsibilities

• Answer and direct incoming calls professionally
• Be the first point of contact for new leads—respond to inquiries, gather preliminary info, and coordinate initial site visits
• Provide helpful and accurate information to prospective clients and assist in moving leads through the early stages of the sales process
• Manage and sort email inboxes; label, file, and follow up as needed
• Keep critical business information accurate and accessible across departments
• Assist with onboarding subcontractors and vendors
• Track and log subcontractor and material invoices
• Prepare and deliver contract documentation (COIs, workforce lists, O&M manuals, warranties, lien waivers)
• Maintain organized digital and physical filing systems
• Upload and organize daily project updates and photos; relay key info to team members
• Proactively communicate schedule changes to customers
• Issue and track purchase orders
• Send and manage collection reminders
• Handle customer communications professionally and timely

Job Requirements

• Advanced proficiency in Microsoft Excel and Google Sheets (VLOOKUP, filters, sorting, formulas, shortcuts,etc.)
• Strong general computer skills (uploading/downloading files, organizing folders, sharing documents, basic troubleshooting,etc.)
• Familiarity with construction documents: AIA forms, Waivers of Lien, COIs, Schedules of Values, O&M manuals, Purchase Orders, etc.
• Excellent verbal and written communication skills—professional, respectful, and clear
• Highly organized and detail-oriented—able to manage multiple tasks, updates, and records without dropping the ball
• Responsive and adaptable—comfortable adjusting priorities and responding to urgent requests from leadership
• Self-starter with strong follow-through—capable of tracking tasks to completion without constant oversight
• Experience with Trello or similar project/task management software
• Familiarity with QuickBooks (recording deposits, reviewing invoices)
• Background supporting construction or service-based businesses
• Ability to handle sensitive information with discretion and professionalism

Sound like you?

If you’re ready to play a central role in streamlining operations, bring structure to a fast-moving environment, and grow with a company that values people and performance—we’d love to hear from you.