Office Administrator

Job Description

Job Description

Overview

The Office Administrator will be responsible for performing research, gathering data/information, and preparing reports for use by the one or more of the regional staff. They will be responsible for performing a broad range of administrative, technical, and clerical duties. Duties generally consist of moderately to complex, non-routine projects, which require use of independent judgment and initiative. 

Responsibilities

• Provide daily administrative duties to the Project Management staff including: purchase orders, change order, financial reports, safety documentation, filing, preliminary notices, lien releases, billing, collections, and project set-up. 
• Perform daily and weekly time-keeping duties for the field personnel. 

• Assist the operations of corporate Accounts Payable/Receivable, Credit and Collections, Payroll, and the support staff. Ensures that all Company activities and operations are carried out in compliance with local, state, and federal regulations and laws governing business operations. 

• Researches, reviews, and audits information and data to determine the best action to resolve problem/situation. Provides guidance and assistance and direction to others in identifying and resolving problems. 

• Completes special projects, performing research, analysis, and data collection. Compiles statistics, data, and other supporting documentation and information necessary to complete reports and projects. 

• Develops, installs and monitors procedures and controls to ensure a smooth operation and to meet the Company’s goals and objectives. Evaluates the results of overall operations regularly and systematically and reports results to the Regional Manager. 

• Obtains and/or maintains city business licenses, licenses for all states including setting up accounts such as unemployment accounts, as needed. 

• Manages the Company’s credit cards, and obtaining hotel accommodations for management and field personnel. This includes ordering rental cars for management who travel; monitoring and tracking all credit cards; setting up hotels for management and field personnel on projects. 

• Monitors office attendance and time off requests. 

• Plans and coordinates Company events such as company picnic, Holiday Party, retirement parties, Foreman dinners, etc. 

• Represents the Company at various industry events. 

Qualifications

• Minimum of 5+ years of experience as an Office Assistant/Administrator reporting directly to senior management 

• Advanced Microsoft Office skills, with an ability to become familiar with firm-specific programs and software 

• Proficiency in collaboration and delegation of duties 

• Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities 

• Knowledge of accounts payable/receivable, credit and collections, and payroll and experience supervising employees 

• Exceptional interpersonal skills 

• Friendly and professional demeanor