Office Administrator

Job Description

Job Description

About BlackHorse LLC

BlackHorse LLC is a growing company committed to delivering exceptional service to our clients and fostering a strong, collaborative workplace for our team. As we expand, we are building the internal team needed to scale our operations thoughtfully, protect our culture, and sustain the quality that has gotten us here.

The Office Administrator is the day-to-day engine of the BlackHorse office. This role keeps the office organized, running smoothly, and prepared for whatever comes through the door, over the phone, or through email. The Office Administrator supports ownership, the Business Manager, project teams, and field staff by handling reception, project paperwork, vendor and subcontractor coordination, basic bookkeeping tasks, filing, and general administrative duties.

The ideal candidate is dependable, detail-oriented, and calm under pressure. This person takes pride in a well-run office, follows through on the small things, and treats every phone call and interaction as a reflection of the company.

Office & Reception

•         Serve as the first point of contact for phone calls, emails, and visitors; greet professionally and route accurately.

•         Manage the general company inbox and voicemail; ensure timely responses or handoffs.

•         Order and maintain office supplies, equipment, and kitchen or break room stock.

•         Keep the office clean, organized, and welcoming.

•         Coordinate mail, shipping, deliveries, and courier services.

•         Assist with calendar management, meeting scheduling, and appointment coordination for ownership and management.

Project & Document Administration

•         Assist project managers with project setup, subcontractor onboarding, and closeout paperwork.

•         Prepare, distribute, and file contracts, subcontracts, change orders, submittals, RFIs, and other project documents.

•         Track and collect Certificates of Insurance (COIs), W-9s, and other subcontractor compliance documents.

•         Maintain organized digital and physical project files.

•         Assist with permit applications, municipal paperwork, and client submissions as needed.

Bookkeeping & Financial Support

•         Enter invoices, receipts, and expenses into accounting software.

•         Assist with accounts payable and accounts receivable data entry.

•         Track and organize receipts, credit card statements, and expense reimbursements.

•         Support payroll administration by collecting, reviewing, and organizing timesheets.

•         Prepare basic reports and coordinate with the Business Manager, bookkeeper, or CPA as directed.

Compliance & Certifications Support

•         Track renewal dates for business licenses, insurance policies, bonding, and industry certifications.

•         Maintain organized records for company compliance, certifications, and registrations.

•         Assist with preparation and submission of documentation to clients, government agencies, and vendors.

General Administrative Support

•         Draft, format, and proofread letters, memos, meeting notes, and other correspondence.

•         Maintain accurate contact lists, vendor lists, and subcontractor databases.

•         Support marketing and outreach activities as directed (mailings, updates, event coordination).

•         Handle other administrative tasks and special projects as assigned by ownership or the Business Manager.

•         High school diploma or equivalent (Associate's or Bachelor's degree preferred).

•         2+ years of office administration, executive assistant, or similar administrative experience.

•         Proficient in Microsoft Office (Word, Excel, Outlook) and comfortable learning new software.

•         Working knowledge of QuickBooks or similar accounting software.

•         Excellent written and verbal communication skills, including a professional phone presence.

•         Strong organizational skills and attention to detail.

•         Ability to manage multiple tasks and deadlines without losing accuracy.

•         Discretion and professionalism when handling confidential company, employee, and client information.

•         Reliable, punctual, and self-directed.

•         Experience supporting a construction, contracting, or trades business.

•         Familiarity with standard construction documents (subcontracts, COIs, submittals, RFIs, change orders).

•         Experience with project management or construction management software (Procore, Autodesk Construction Cloud, Buildertrend, or similar).

•         Notary public commission.

•         Bookkeeping certification or coursework.

This is a trust-based role that touches nearly every part of the business. We're looking for someone who:

•         Takes pride in a well-run office.

•         Is a team player who gets along with everyone but isn't afraid to hold the line on process.

•         Is curious, resourceful, and willing to figure things out.

•         Stays calm under pressure with a positive attitude.

•         Follows through on commitments, big and small.

•         Competitive pay based on experience

•         Performance bonuses (when available)

•         Paid Time Off (PTO)

•         Paid Vacation

•         Paid Sick Time

•         Paid Holidays

•         401(k) retirement plan with company match

•         Opportunity to grow with an expanding company

This is an in-office position. Standard business hours are [Monday to Friday, 8:00 AM to 4:30 PM. Occasional flexibility may be needed to meet deadlines or support key business events.