Office Administrator

Office Administrator

The Office Administrator serves as a central support function within the organization, combining responsibilities typically associated with a receptionist, office manager, executive assistant, and accounting assistant. This role acts as the first point of contact for visitors, vendors, subcontractors, and callers while providing comprehensive administrative, clerical, and operational support to leadership and the accounting team. The Office Administrator manages front desk operations, coordinates schedules and meetings, maintains office organization, oversees office supplies and daily team lunches, manages physical and electronic files, and supports accounting-related administrative processes, particularly around subcontractor documentation and check release. The position is ideal for a bilingual professional who enjoys wearing multiple hats, thrives in a fast-paced environment, and takes pride in supporting overall office efficiency.

Responsibilities include:

• Serving as the first point of contact for visitors, vendors, subcontractors, and callers, providing a professional and welcoming front desk presence.
• Managing front desk operations, including answering phones, directing calls, greeting guests, and coordinating visitor access.
• Providing administrative and clerical support to leadership and the accounting team, ensuring timely and accurate completion of tasks.
• Coordinating schedules, meetings, and appointments for leadership and key team members, including calendar management and meeting logistics.
• Maintaining overall office organization, including managing common areas, conference rooms, and general office tidiness.
• Overseeing office supply management by monitoring inventory, placing orders, and coordinating with vendors to ensure adequate stock.
• Coordinating and managing daily team lunches, including ordering, pickup coordination, and occasional local errands as needed.
• Managing physical and electronic filing systems, ensuring documents are organized, up to date, and easily accessible.
• Assisting with accounting-related administrative functions in support of the accounting and finance teams.
• Supporting subcontractor check release processes by verifying required documentation, including lien waivers, insurance certificates, W-9s, and other compliance documents prior to distribution.
• Reviewing and verifying documentation for accuracy and completeness, maintaining detailed and organized records.
• Supporting leadership with executive-level administrative tasks, such as correspondence, document preparation, and follow-up activities.
• Coordinating with vendors and service providers for office-related needs, including maintenance, supplies, and services.
• Handling confidential information with discretion and maintaining a high level of professionalism in all interactions.
• Collaborating with colleagues across multiple functions to support a busy, fast-paced office environment and assist where needed.
• Performing light office-related physical tasks, including lifting up to 25 pounds occasionally, such as moving supplies or organizing files.
• Using Microsoft Office Suite and general computer systems to create, edit, and manage documents, spreadsheets, emails, and records.
• Communicating effectively in both English and Spanish with internal and external stakeholders, ensuring clear and accurate information exchange.

Essential skills include:

• Fluent bilingual communication in English and Spanish (non-negotiable).
• Experience in a receptionist, office administrator, office manager, or administrative support role.
• Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel.
• Strong attention to detail and organizational skills, with a focus on accurate documentation and record maintenance.
• Ability to verify documents and maintain organized records for subcontractors and other stakeholders.
• Ability to thrive in a fast-paced environment without becoming overwhelmed.
• Professional verbal and written communication skills.
• Strong customer service orientation and ability to interact effectively with visitors, vendors, subcontractors, and internal personnel.
• Ability to handle confidential information with discretion.
• Ability to lift up to 25 pounds occasionally and perform light office-related physical tasks.
• Valid driver's license for occasional local errands and lunch pick-up coordination.
• 24 years of administrative, office management, or accounting support experience.
• Experience supporting accounting and finance functions.
• Knowledge of subcontractor documentation processes, including compliance-related documentation.

Additional skills and qualifications include:

• Associate degree or relevant coursework preferred.
• Construction, contracting, or trades industry experience preferred.
• Construction industry experience, particularly in a general contracting or subcontractor environment, is a plus.
• Basic accounting support experience is highly desirable.
• Familiarity with lien waivers, insurance certificates, W-9s, and subcontractor compliance documentation.
• Experience supporting accounting or finance teams.
• SharePoint experience.
• Prior experience with office supply management and vendor coordination.
• Experience with calendar management and executive support.
• Ability to work collaboratively in a close-knit, team-oriented environment.
• Demonstrated ability to remain composed and adaptable in a busy, fast-paced office setting.

Work environment:

This role is fully onsite in a professional office environment supporting a construction and general contracting operation. The schedule is Monday through Friday during standard daytime hours, with a dedicated lunch break, and the position requires consistent in-person presence to manage front desk and office operations. The office offers frequent interaction with visitors, vendors, subcontractors, and internal personnel, creating a dynamic and collaborative atmosphere where employees contribute across multiple areas as needed. The organization operates with the stability and close-knit culture of a small business while leveraging the systems, processes, and professionalism of a larger organization. The environment is highly supportive and family-oriented, with a strong emphasis on employee development, internal advancement, and long-term tenure. Employees benefit from 100% employer-paid employee medical coverage, an employer contribution toward healthcare, a 401(k) with profit-sharing opportunities, company-sponsored retreats that include families, tuition and school reimbursement programs, and daily team lunches provided. The role is offered as a contract-to-hire opportunity with an initial contract duration of approximately six months, and the dress code aligns with a professional office setting appropriate for a client-facing construction-related business.

Job type and location:

This is a contract to hire position based out of Fort Lauderdale, FL.

Pay and benefits:

The pay range for this position is $20.00 - $24.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace type:

This is a fully onsite position in Fort Lauderdale, FL.

Application deadline:

This position is anticipated to close on Oct 1, 2026.