Office Admin

Job Description

Job Description

Job Title : Office Admin

Location : Baltimore, MD

Hire Type : Contingent

Pay Range : $28.00 - $34.00/hour

Work Type : Full-time

Work Model : Onsite

Work Schedule : Monday – Friday, 8am – 4:30 pm 

Recruiter Contact : Sean Craft |  View email address on ziprecruiter.com

Nature & Scope:

Positional Overview

The Imagine Group is recruiting for an  Office Admin   on behalf of our client, A leading paving and construction contractor specializing in asphalt paving, roadway improvements, parking lot construction, and site development services. The organization is committed to delivering high-quality workmanship, reliable project execution, and durable infrastructure solutions for commercial, residential, and municipal clients throughout the Baltimore area.

In this role, you will be responsible for providing administrative support to daily office operations, including answering phones, managing correspondence, maintaining records, and organizing documentation related to paving and construction projects. You will assist with scheduling, data entry, invoice processing, and communication with customers, vendors, and field personnel to ensure efficient workflow and accurate recordkeeping.

Role & Responsibility:

Tasks That Will Lead to Your Success

• Help build an exceptional workplace through thoughtful employee recognition, internal communications, events, community initiatives, and engagement with office and field teams.
• Serve as a welcoming, professional first point of contact; coordinate phones, visitors, supplies, facilities, vendors, calendars, travel, scheduling, and everyday administrative requests.
• Coordinate onboarding, background checks, benefits administration, employee records, recruiting logistics, training and certification tracking, employee communications, and HR forms and policies. Handle sensitive situations with sound judgment and discretion.
• Support the Controller with payroll, invoice and accounts-payable processing, cost coding, supporting tickets and records, reconciliations, and accurate data entry in Foundation. Help ensure information is complete, timely, and well organized.
• Own orderly files, recurring calendars, checklists, SOPs, and backup procedures. Identify inefficient workflows, research better practices, and implement practical improvements using software, automation, AI, or outside partners—with careful verification and appropriate controls.
• Maintain documentation and follow-up for insurance claims, safety and driver-monitoring programs, employee certifications, licenses, renewals, and related compliance activities; escalate issues appropriately.
• Support website updates, company materials and branded merchandise, recruiting collateral, and cross-functional projects; establish owners, deadlines, and clear follow-through.
• Assist with accurate, deadline-sensitive paperwork, job documentation, training records, and bid/contract support as needed.

Skills & Experience

Qualifications That Will Help You Thrive

• Demonstrated success in a demanding administrative, office management, operations coordination, or related role; strong execution and follow-through.
• Excellent command of Microsoft Excel, Word, Outlook, and PowerPoint (or comparable tools), with confidence learning new systems and technology.
• Outstanding written and verbal communication, organization, accuracy, and ability to manage shifting priorities.
• Comfort working in person, five days a week, with an early start (by 8:00 a.m.) in a busy construction company office.
• Nice-to-have: bachelor's degree; exposure to accounting, HR, benefits, payroll, or recruiting; experience in a high-performing, entrepreneurial organization; construction familiarity; Spanish proficiency.

• Uncompromising integrity; handles confidential employee and company information appropriately and with discretion. 
• No task is beneath you. You are meticulous with details and willing to roll up your sleeves.
• You notice problems, investigate solutions, make recommendations, and see improvements through without needing step-by-step direction.
• Warm, composed, respectful, and effective with a wide range of personalities; energized by supporting employees and strengthening company culture.
• You prioritize effectively, finish what you start, and enjoy the pace and practical nature of a construction business.