Office Administrator - Smithfield, NC

Who We Are We are builders, problem solvers, and trusted partners who rely on strong administrative support to keep our people and operations moving. Subsurface Construction Company is a design-build geotechnical specialty contractor serving the Southeast since 1995. We deliver excavation support and deep foundation systems, including soil nail walls, soldier pile walls, sheet pile walls, ground anchors, rock bolts, micropiles, and aggregate piers, on complex, high-risk jobsites. Our culture is built on core values that guide how we work with our crews, clients, trade partners, vendors, and each other, earning our reputation of being Responsive, Reliable & Fair . Our Core Values Honest – We are honest with our clients and each other, even at the risk of financial loss. Respectful – We treat one another as we would like to be treated. Self-Motivated – We are self-motivated to do good work while continuously improving. Creative – We provide creative solutions, even if the solution eliminates our work. Join the Subsurface Team We’re Hiring an Office Administrator – Smithfield, NC This is not a remote or hybrid administrative role. At Subsurface, the Office Administrator is responsible for supporting payroll, accounts payable, and administrative processes while managing the daily needs of the office. This person helps ensure that employees, visitors, vendors, and leadership can rely on an organized, professional, and well-maintained workplace. This is a 100% in-office position . Consistent physical presence in the Smithfield office during normal business hours is an essential function of the role because the position is responsible for supporting employees and visitors, receiving deliveries, managing office supplies, coordinating housekeeping, and maintaining the daily readiness of the workplace. If you take pride in keeping details organized, supporting others, and creating an office environment where people have what they need to work effectively, keep reading. If you are seeking a remote or hybrid work arrangement, or prefer to wait for others to identify what needs attention, this role is not for you. The Mission Your mission is to keep the office, payroll, accounts payable, and administrative support functions organized, accurate, stocked, and ready to support the business every day. Success in this role means: Payroll information is processed accurately and on time. Accounts payable documentation is organized and entered correctly. Employees, visitors, vendors, and leadership receive responsive and professional support. Office supplies, coffee, snacks, beverages, and breakroom essentials remain fully stocked. Housekeeping and office service needs are coordinated and promptly addressed. Common areas, conference rooms, kitchens, and reception spaces remain clean, organized, and visitor‑ready. Administrative and financial records are complete, orderly, and confidential. Office needs are identified and addressed before they disrupt the workplace. Completing assigned administrative tasks while allowing the office environment or employee support needs to be neglected is failure. Who This Role Is For This role is for someone who: Is honest when handling payroll, financial records, employee information, and company resources. Is respectful when supporting employees, visitors, vendors, and leadership. Is self‑motivated and addresses office needs without waiting to be told. Applies creative problem‑solving to administrative and workplace challenges. Is responsive when employees, vendors, or leaders need assistance. Is reliable in attendance, accuracy, organization, and follow‑through. Is fair and consistent when applying administrative procedures and supporting employees. Takes pride in maintaining a professional, welcoming, and well‑organized office. Understands that stocking supplies, coordinating housekeeping, and maintaining common areas are essential responsibilities of the position, not occasional secondary tasks. You perform best when: Expectations are clear. Details matter. Organization is maintained consistently. Follow‑through is expected. You are physically present and actively engaged in the daily needs of the office. Problems are addressed proactively rather than left for someone else. What You Will Do Maintain a professional, organized, clean, and welcoming office environment. Work 100% in the Smithfield office during established business hours. Greet employees, visitors, vendors, and deliveries, upon arrival. Monitor and maintain inventory of office supplies, paper products, administrative materials, and breakroom essentials. Order supplies before inventory is depleted. Keep coffee, beverages, snacks, and related supplies fully stocked and organized. Maintain kitchens, conference rooms, reception areas, and other common spaces in a clean, orderly, and visitor‑ready condition. Coordinate housekeeping and janitorial services and promptly address service or cleanliness concerns. Coordinate routine office maintenance. Receive, sort, and distribute incoming mail, packages, invoices, and deliveries. Manage the accounts payable email and route invoices for appropriate coding and approval. Open, organize, and prepare invoices for processing. Match job‑related invoices with available packing slips and supporting documentation. Enter coded invoices into Foundation Software for payment. Save receipts and supporting records in the appropriate electronic folders. Complete monthly coding and entry of company credit card transactions. Prepare approved checks for mailing and maintain associated accounts payable records. Monitor employee timesheets and identify missing or incomplete time. Communicate with Superintendents and other managers regarding missing time or required corrections. Prepare payroll tracking information and supporting documentation. Accurately enter timesheets into Foundation Software. Process payroll and related backup reports in Foundation Software. Prepare direct deposit ACH information for bank processing. Prepare 401(k) reporting and upload required information to the administrator portal. Enter the 401(k) journal entry into Foundation Software. Maintain organized payroll documentation. Assist with onboarding preparation, employee materials, meetings, training sessions, and company events. Maintain confidentiality of payroll, employee, financial, and company information. Provide administrative backup and support to the Controller and HR Manager, as necessary. Maintain a safe approach to completing work and adhere to the company safety plan. Ensure timely and regular attendance. Perform other duties as assigned within the scope of employment. What You Must Bring Required High School Diploma or GED. Minimum of two years of experience working in an office, administrative, payroll, bookkeeping, or accounting‑support environment. Excellent written and verbal communication skills. Strong attention to detail and accuracy. Ability to multitask and prioritize responsibilities in a fast‑paced work environment. Customer‑service‑oriented approach when supporting employees, visitors, vendors, and leadership. Ability to complete detailed administrative tasks with minimal supervision. Ability to maintain confidentiality of payroll, financial, and employee information. Proficiency in Microsoft Outlook, Excel, and Word. Ability and willingness to work 100% in‑office at the Smithfield, North Carolina location. Reliable attendance and punctuality. Willingness to take direct responsibility for office supplies, housekeeping coordination, breakroom stocking, and workplace organization. Preferred Two years of college or an Associate degree in Business Administration, Accounting, or a related field. Experience using Foundation Software. Experience processing payroll and accounts payable. Experience working in construction, heavy civil contracting, or a related industry. Physical & Office Requirements Work full time and 100% in‑office at the Smithfield, North Carolina location. Sit and work at a computer for extended periods. Frequently use hands to operate computers, and standard office equipment. Regularly stand, walk, bend, reach, and move throughout the office. Move between offices, kitchens, conference rooms, reception areas, storage areas, and other common spaces throughout the workday. Occasionally lift, carry, and organize office supplies, deliveries, and breakroom products weighing up to 30 pounds. Communicate effectively in person, by telephone, and electronically. Read and review detailed documents, invoices, reports, timesheets, and computer screens. Maintain the physical organization and readiness of office and common areas. Maintain timely and regular attendance during the Company’s established office hours. Why Subsurface We provide: 100% employer‑paid health insurance. 9 paid holidays. 401K matching. Quarterly company performance bonus. Opportunities for continued development. A family‑oriented work culture grounded in faith, respect, and integrity. #J-18808-Ljbffr Subsurface Construction