Office Administrator

This position will report to North Shore Mechanical Contractors, LLC, a subsidiary of HB Global.
We are seeking a reliable, detail-oriented Office Administrator to join our growing construction team in Wilmington, MA. This position plays a vital role in supporting daily office operations while assisting with payroll administration, back-up for accounting functions, project documentation, and general administrative duties.

The ideal candidate will have experience in payroll, accounting, or office administration and be comfortable working in a fast-paced environment supporting both office and field personnel. This role also serves as backup support to the HR Director and Controller, helping ensure continuity of critical business operations.

Essential Responsibilities

Payroll Administration

• Process weekly payroll accurately and on schedule.
• Review and verify employee timecards, job codes, and project hours.
• Maintain payroll records, including deductions, benefits, and time tracking.
• Ensure compliance with federal, state, and local payroll regulations.
• Respond to employee payroll inquiries in a timely and professional manner.

Accounting & Job Costing (Backup Support)

• Assist with accounts payable and accounts receivable functions.
• Process vendor invoices and customer billing.
• Code expenses to appropriate jobs and cost categories.
• Assist with job costing and project expense tracking.
• Maintain accurate financial records and supporting documentation.

Construction Administration & Project Support

• Prepare and manage closeout packages and submittal packages.
• Assist with budget sheets, schedules of values (SOVs), and time-and-material (T&M) documentation.
• Track and maintain daily reports, as-built drawings, and project records.
• Support day-to-day office operations and administrative activities.
• Assist with monthly newsletters, social media updates, and company events.
• Perform other administrative and project-related duties as assigned.

HR & Finance Leadership Backup

• Provide back-up support to the HR Director for basic HR and payroll-related functions.
• Provide backup support to the Controller for essential accounting tasks.
• Help maintain business continuity during absences, vacations, or peak workload periods.

Qualifications

• Associate degree in Accounting, Business Administration, or a related field preferred; equivalent experience will be considered.
• Experience with payroll and accounting software preferred; training will be provided for the right candidate.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• High level of professionalism and discretion when handling confidential financial and employee information.
• Proficiency with Microsoft Office, including Excel, Outlook, and Word.

What We're Looking For

The successful candidate will be:

• Dependable and self-motivated.
• Flexible and willing to support multiple departments.
• Comfortable working independently and as part of a team.
• Organized, accurate, and proactive in problem-solving.
• Interested in growing within a construction-focused office environment.

Pay: $28-$32 per hour, based on experience

We are seeking a team member who values accuracy, professionalism, and collaboration while contributing to the success of our growing organization.

To Apply: Submit your resume and relevant experience for consideration.