Office and Field Administrator

Job Description

Job Description

Job Title: Office and Field Administrator

Position Summary:

The Office and Field Administrator role is a vital role in the business. This position will help manage the front office, support the owner and managers, contact with off-site employees, keep financial and administrative processes on track, coordinate key office functions including job site inspections, and improve day-to-day execution across the company.

 

Key Responsibilities

• Oversee office management duties such as responding to inquiries (phone and email), filing, data entry, proofreading documents, and maintaining organized records using Microsoft Office and Google Workspace tools
• Travel to job sites daily to complete required inspections (will train for this)
• May manage bookkeeping tasks using QuickBooks, including invoicing, expense tracking, and basic financial record keeping
• Coordinate calendar management and scheduling for meetings, appointments, and field activities to ensure optimal time management
• Support work crews by organizing schedules, preparing necessary documentation
• Maintain accurate records of all correspondence, files, and reports; ensure timely follow-up on pending items
• Facilitate communication between office and field personnel to streamline operations and improve overall efficiency
• Responsible to submit information for correct invoicing and/or timekeeping information on a timely basis
• Other duties as assigned

 

Qualifications

· Strong problem-solving skills and attention to detail

· Experience with Gmail, Outlook, and Microsoft Office

· Ability to work independently and follow instructions accurately

· Ability to stand, walk, bend, lift, sit at a desk

· Effective communication skills and ability to work well in a team environment

· Operate a motor vehicle with a valid driver's license and clean driving record

· Experience in office management or administrative roles with strong clerical skills (construction, HVAC or similar industries is helpful)

· Physical ability to drive to job sites and perform tasks outdoors in varied weather conditions; use appropriate PPE

· Experience with bookkeeping software is helpful

· Excellent organizational skills with the ability to prioritize tasks effectively in a busy environment – must be able to work independently

· Bilingual abilities are a plus to support diverse client interactions and crew communication

· Demonstrated customer service skills and positive interpersonal communication

 

 

Working Conditions
· Some work performed outdoors at residential and commercial sites

· Requires walking through job sites, bending, standing; may have exposure to outside weather

· Sitting at a desk for several hours; bending, typing, lifting up to 20 lbs.

· Commitment to workplace safety

 

 

Compensation
· Hourly, non-exempt

 

Reports to

· President

 

 

 

We are an at‐will employer, and employment may be terminated by either party at any time, with or without cause or notice. This job description is illustrative and does not create a contract of employment; duties may be changed as business needs evolve. All work product created during employment is the exclusive property of the company. Reasonable accommodations are available for qualified applicants and employees with disabilities.