Office Administrator

Job Description

Office Administrator

Cincinnati Site Solutions and Site Solutions Residential Concrete

Loveland, OH (Greater Cincinnati)  |  Full time  |  $43,000 to $47,000

About Us

Cincinnati Site Solutions is a locally owned concrete contractor. We do commercial work, including foundations, parking lots, loading docks, ADA ramps, excavation and site preparation. Our new residential company, Site Solutions Residential Concrete, handles driveways, patios, porches and steps. We take pride in quality workmanship, reliability and a family owned approach. As we grow into two companies, we need an experienced Office Administrator to run the office for both, so the owner and field team can focus on the work.

Position Summary

The Office Administrator is the central point of contact for customers, vendors and crews at both companies. You will own billing and invoicing, scheduling, customer communication, and the time tracking that drives payroll and job costing. This role takes over administrative work the owner handles today. It is a hands on position in a small, fast paced construction office, and it is built for someone who has run an office before and can work with little day to day direction.

Key Responsibilities

·       Prepare and send invoices for both companies, track payments, and follow up on past due accounts so receivables stay current.

·       Keep billing, expenses and records separate and accurate for each company.

·       Schedule estimates, site visits and jobs, grouping appointments by area to cut drive time, and keep calendars current for the owner, estimator and crews.

·       Send appointment reminders 72 hours ahead and keep customers updated on schedules and job status.

·       Answer and return calls, respond to customer inquiries promptly and professionally, and follow up on estimates that have not been answered.

·       Collect, verify and maintain employee time on each job, flag discrepancies, get foreman or owner approval, and keep clean records for payroll and job costing.

·       Support payroll and job costing, and work with the company bookkeeper and accountant as needed.

·       Organize contracts, permits, change orders, job photos and other project paperwork in both digital and paper files.

·       Handle vendor correspondence, request customer reviews, prepare documents, order supplies and keep the office running smoothly.

·       Perform other administrative duties as needed to support daily operations.

Qualifications

·       At least 3 years of experience in office administration, customer service, or an office manager role, including billing, invoicing or accounts receivable.

·       A track record of handling scheduling and customer communication for a busy team.

·       Strong attention to detail and comfort with numbers, which this job depends on for accurate invoicing, time tracking and job costing.

·       Working knowledge of Microsoft Office, especially Excel and Outlook.

·       Excellent phone skills, written communication and customer service.

·       Ability to manage competing priorities, work independently, and keep two sets of books and schedules straight.

·       Reliable, punctual and professional.

Preferred

·       QuickBooks experience.

·       Experience with construction, trades or field service companies.

·       Experience with JobTread or similar job management software.

·       Experience training or mentoring others, or building office systems from the ground up.

·       Familiarity with construction terms, permits and vendor processes.

What We Offer

·       A salary of $43,000 to $47,000, based on experience.

·       Health insurance including vision and dental

·       A key role in a growing local company, with real impact on operations and profitability.

·       The chance to build and shape the office as both companies grow.

·       A family owned culture focused on quality and reliability.