Office Coordinator & Operations Support

Job Description

Job Description

Position Overview:

We're looking for someone who can help keep our office organized, our teams supported, and our day-to-day operations moving forward.

This position serves as the hub of our office operations, helping coordinate information, paperwork, and communication between the field, project teams, vendors, and office staff. The role is responsible for maintaining an organized and professional office environment, supporting project administration, assisting with employee and HR processes, and ensuring important documentation is accurate and readily available.

As the first point of contact for visitors, vendors, applicants, and employees, this position plays an important role in creating a welcoming and professional experience for everyone who interacts with Beck Construction & Excavation.

Over time, the role will have opportunities to expand into additional accounting and accounts payable responsibilities as business needs and employee development align.

Primary Responsibilities:
Office Administration & Coordination:

• Serve as the first point of contact for the office, answering and directing incoming phone calls.
• Greet visitors, vendors, applicants, and employees in a professional and welcoming manner.
• Maintain a clean, organized, and professional front office environment.
• Manage incoming mail, deliveries, and general office coordination activities.
• Maintain filing systems and ensure company records are organized and accessible.
• Identify opportunities to improve office organization, communication, and administrative processes.

Project & Operations Support:

• Assist project managers and field teams with administrative tasks and project documentation.
• Track and organize project-related paperwork, including receipts, delivery tickets, work orders, and supporting documentation.
• Maintain vendor records, certificates of insurance, W-9s, and other required documentation.
• Help ensure paperwork is collected, complete, and submitted in a timely manner.
• Coordinate communication and follow-up on missing information when needed.

HR & Employee Support:

• Assist with onboarding paperwork and employee documentation.
• Support time tracking processes and help ensure payroll-related information is complete and accurate.
• Maintain confidential employee records and files.
• Provide administrative support for HR initiatives, training records, and employee communications.

Accounting Support:

• Assist with invoice tracking and documentation management.
• Support accounts payable processes through data entry, recordkeeping, and document organization.
• Monitor invoice status and assist with follow-up on discrepancies or missing documentation.
• Support additional accounting functions as assigned.

What Success Looks Like:

• The office runs smoothly and professionally each day.
• Visitors, vendors, applicants, and employees feel welcomed and supported.
• Project paperwork is organized, accurate, and easy to locate.
• Missing documentation is proactively identified and resolved.
• Time tracking and employee paperwork are complete and submitted on time.
• Project managers and field teams receive timely administrative support.
• Tasks are followed through to completion without details being overlooked.
• The role grows into additional responsibilities and becomes a trusted resource across multiple areas of the business.

Skills & Qualifications:

• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and changing demands in a fast-paced environment.
• Strong communication and customer service skills.
• Ability to interact professionally with employees, vendors, customers, and visitors.
• Proficiency with Microsoft Office, especially Excel.
• Ability to handle confidential information with discretion.
• Self-motivated with a proactive approach to problem-solving.
• Interest in supporting multiple areas of the business, including operations, HR, and accounting.
• Experience with accounting, payroll, construction administration, or HR support is a plus.

Minimum Requirements:

• High school diploma or equivalent required.
• 2+ years of administrative, office coordination, project support, or related experience preferred.
• Strong computer and organizational skills.
• Ability to work in an office environment with frequent interruptions and changing priorities.
• Construction industry experience is preferred but not required.

Apply:

If you enjoy keeping things organized, supporting a team, and being involved in how a business operates day-to-day, we'd love to hear from you.