Office Administrator

Job Description

The Office Administrator provides essential administrative and operational support to the region’s business units, helping ensure the office operates efficiently, consistently, and in alignment with company standards. This role coordinates a wide range of administrative processes that support field operations, branch leadership, and corporate departments. Office Administrator serves as a reliable resource for employees, customers, vendors, and internal teams while maintaining organized workflows and supporting the day-to-day functions of the regional office.

Role and Responsibilities

• Receive and process service requests from customers via email, phone, or other communication channels • Enter service requests into the CX Portal in a timely and accurate manner

• Generate weekly service request reports and present summaries during staff meetings

• Maintain organized filing systems for daily reports, billing documentation, and administrative records

• Create and maintain electronic job files and shared online directories

• Assist the Administration team with filing and indexing billing backup when needed

• Coordinate incoming and outgoing shipments via FedEx, UPS, and USPS

• Distribute incoming mail and correspondence to the appropriate recipients

• Maintain office supply inventory and coordinate monthly supply orders

• Coordinate office service providers such as janitorial, pest control, and facility services

• Coordinate and organize the weekly distribution of employee paychecks

• Maintain and update regional timecard files and cover sheets as required

• Support administrative processes related to payroll documentation and records

• Prepare materials and logistics for weekly staff meetings, including ordering food and beverages

• Assist Branch Managers with scheduling and meeting coordination

• Take meeting notes and distribute meeting minutes, ensuring they are stored appropriately on shared drives

• Manage conference room scheduling and meeting calendars

• Process new hire paperwork and assist with onboarding coordination

• Collaborate with the Safety Department to ensure new employees receive required PPE

• Set up employees in the PX Portal, including QR code setup

• Maintain records related to employee onboarding and documentation

• Assist HR with monthly benefits tracking and documentation distribution

• Support the Employee Experience team with tracking and distributing regional milestone program materials

• Maintain employee shirt size tracking for new hires and internal programs

• Serve as a friendly and approachable point of contact for employee support and assistance

• Download and distribute company credit card statements as needed

• Manage petty cash and employee reimbursement submissions, ensuring accuracy and timeliness

• Assist in coordinating regional events such as employee recognition programs, celebrations, and holiday gatherings

• Provide backup support to business units and assist with additional administrative tasks as needed to support branch operations

Qualifications/ Skills

• Associate’s or Bachelor’s degree in Business Administration or a related field preferred, or equivalent administrative experience

• 2+ years of administrative, office coordination, or operations support experience

• Strong organizational and time management skills with the ability to manage multiple tasks and priorities • Excellent communication and interpersonal skills

• Proficiency with Microsoft Office and common business systems

• Ability to work collaboratively across departments and support multiple teams

• High attention to detail and commitment to maintaining organized and accurate records