Office Administrator

Job Description

Job Description

About the Position

Fencing Specialists Inc. is seeking a dependable, organized, and professional Office Administrator to join our team. This position provides essential administrative and front-office support while working closely with our Account Manager, Purchaser, field personnel, customers, vendors, and other members of the team.

The ideal candidate is organized, detail-oriented, professional, able to manage multiple priorities, and comfortable working both independently and as part of a team.

This is a non-management position with an important role in keeping our office and construction operations organized and running efficiently.

Key Responsibilities

Administrative & Front Office

• Serve as the primary administrative presence for the office.
• Answer and direct incoming telephone calls professionally.
• Greet customers, vendors, employees, and visitors.
• Manage general office correspondence and email.
• Maintain organized electronic and physical filing systems.
• Prepare, scan, upload, and maintain company documentation.
• Monitor office, breakroom, and janitorial supplies and place orders as needed.
• Keep common office areas clean, organized, and stocked.
• Coordinate weekly team lunches as required.
• Receive and distribute incoming packages.

Daily Field Documentation

• Receive daily reports and documentation from field personnel.
• Save and organize documentation in the appropriate locations.
• Ensure required daily reports are received and properly maintained.
• Follow up on missing documentation when necessary.
• Maintain organized records so information can be easily accessed by management and payroll.

Account Manager Support

• Provide administrative support to the Account Manager.
• Assist with customer documentation and correspondence.
• Maintain customer account records.
• Assist with invoices, supporting documentation, and account-related paperwork.
• Track outstanding information and follow up as directed.
• Perform accurate data entry and record maintenance.
• Direct complex or non-routine matters to the appropriate manager.

Purchasing & Vendor Support

• Provide administrative support to the Purchaser.
• Assist with purchase orders and purchasing documentation.
• Communicate with vendors regarding routine order information.
• Maintain vendor records.
• Track deliveries and outstanding orders.
• Organize receiving documentation and invoices.
• Assist with obtaining pricing and product availability.

Construction Office Support

• Communicate information between office personnel and field employees.
• Maintain job-related documentation.
• Assist with work orders and service documentation.
• Maintain accurate project and customer files.
• Assist with administrative tasks related to fencing and construction operations.
• Learn and utilize company procedures and construction terminology.

Additional Responsibilities

• Maintain inventory for marketing materials, uniforms, and safety gear.
• Order and maintain employee business cards.
• Assist with new-hire office and equipment setup.
• Maintain vending machine inventory and related documentation.
• Coordinate with the Yard Supervisor regarding fleet and equipment repairs.
• Assist with fleet vehicle and equipment registration and documentation.
• Provide backup administrative support for Accounts Receivable and Accounts Payable as needed.

Required Qualifications

• Previous administrative or receptionist experience.
• Excellent telephone and customer service skills.
• Strong organizational and time-management abilities.
• Proficiency with Microsoft Office, email, and general computer systems.
• Strong attention to detail.
• Ability to manage multiple priorities.
• Professional written and verbal communication skills.
• Ability to maintain confidentiality.
• Reliable attendance and punctuality.
• Ability to work effectively independently and as part of a team.

Preferred Qualifications

• Construction industry experience.
• Experience working in a contractor or skilled-trade environment.
• Purchasing or vendor coordination experience.
• Experience with Sage, Procore, or similar software.
• Experience with invoices and purchase orders.
• Experience working with customer accounts.
• Experience working with field personnel.

What We’re Looking For

We are looking for someone who takes pride in their work, stays organized, follows through on assignments, communicates professionally, and can be counted on to keep important administrative tasks moving.

The successful candidate will be expected to maintain accurate records, follow company procedures, communicate effectively, complete assigned work accurately and on time, and demonstrate dependable attendance and punctuality.

Why Join Fencing Specialists Inc.?

Join a team where your work directly supports our field crews, customers, and daily operations. We value reliability, teamwork, professionalism, and employees who take pride in doing their job well.

Fencing Specialists Inc. is an equal opportunity employer.

This job description is not intended to be all-inclusive. Other reasonably related duties may be assigned.

Fencing Specialists is also a place where people can build meaningful, long-term careers. Employees are part of a team that values hard work, reliability, and continuous improvement. The company provides opportunities to grow across multiple areas—from field operations and fabrication to project management and advanced access control systems. Because of its diverse project portfolio and hands-on culture, team members gain real-world experience and develop practical skills that translate into career advancement . Since 1983, Fencing Specialists has provided high-quality commercial and industrial services. Recently, the company expanded to include a custom wrought iron and automatic gates division to serve the greater Las Vegas and Henderson residential areas. Fencing Specialists is a certified WBE, and DBE company and also partners with a Clark County–certified fabrication shop.

Company Description

Fencing Specialists is also a place where people can build meaningful, long-term careers. Employees are part of a team that values hard work, reliability, and continuous improvement. The company provides opportunities to grow across multiple areas—from field operations and fabrication to project management and advanced access control systems. Because of its diverse project portfolio and hands-on culture, team members gain real-world experience and develop practical skills that translate into career advancement . Since 1983, Fencing Specialists has provided high-quality commercial and industrial services. Recently, the company expanded to include a custom wrought iron and automatic gates division to serve the greater Las Vegas and Henderson residential areas. Fencing Specialists is a certified WBE, and DBE company and also partners with a Clark County–certified fabrication shop.