Office Administrator

Office Administrator

Block Companies is a full-service General Contractor and co-developer, experienced across an extensive range of multifamily projects. Our chief focus is the development and construction of affordable housing in the markets we serve, which include Alabama, Florida, Oklahoma, Louisiana, Texas, Georgia, Tennessee, Mississippi, South Carolina, and North Carolina. Building long lasting relationships with our employees and clients is a cornerstone of our business.

The Office Administrator provides administrative, organizational, reporting, and coordination support to the Houston office, the Director of Human Resources, and the Partner, Operations and Strategy. This role helps keep calendars, meetings, reports, presentations, project information, training records, safety certificates, office systems, and follow-up items organized and moving forward.

The ideal candidate is highly organized, detail-oriented, professional, and comfortable managing multiple priorities in a fast-paced environment. This role requires strong Excel, PowerPoint, Outlook, calendar management, and general Microsoft Office skills, along with the ability to communicate professionally with employees, leadership, vendors, project teams, and external partners.

Administrative & Office Support

• Provide administrative support to the Director of Human Resources and Partner, Operations and Strategy.
• Assist with scheduling, calendar coordination, meeting preparation, and follow-up items.
• Track deadlines, open items, requested information, and assigned follow-up to ensure items are completed timely.
• Maintain organized electronic files and office records.
• Assist with general office coordination, supplies, vendor communication, office events, and employee support needs.
• Help track computer inventory, equipment assignments, returns, and replacement needs.
• Assist with telephone system updates, routing needs, and user changes.
• Monitor website-routed calls and direct them to the appropriate team member for follow-up.
• Communicate professionally with employees, leadership, vendors, project teams, and external contacts.

Calendar Management & Meeting Coordination

• Manage calendar and scheduling support for the Partner, Operations and Strategy.
• Coordinate meetings, calls, lunches, trainings, office events, and internal activities as needed.
• Prepare agendas, meeting materials, presentations, and follow-up documents.
• Track action items from meetings and follow up with the appropriate team members.
• Help ensure leadership is prepared for upcoming meetings, deadlines, and commitments.

Operations & Procore Reporting Support

• Generate basic reports from Procore to support Operations meetings, project tracking, leadership updates, and follow-up items.
• Prepare Excel trackers, summaries, and reports using information from Procore and other internal systems.
• Assist with Operations meeting preparation, presentations, reporting, and follow-up.
• Help organize agendas, meeting notes, action items, and project-related information.
• Coordinate with project teams as needed to gather information and update reports or presentations.

Training & Safety Certificate Tracking

• Assist with external training coordination for Operations, including scheduling, registration, attendance tracking, and recordkeeping.
• Coordinate with training providers, Operations leadership, HR, and employees to support timely completion of required training.
• Maintain and track employee safety certificates, training records, expiration dates, and renewal needs.
• Follow up with employees and supervisors on missing, expired, or upcoming safety certificate renewals.
• Maintain organized training and safety certificate records in the appropriate company systems or files.

Marketing, Project Photo & Presentation Support

• Assist with updates to company marketing materials, presentations, project information, employee bios, and internal communication materials.
• Coordinate with the company's media vendor to help update project photos and maintain current project imagery.
• Gather updated project information, photos, and content from project teams as needed.
• Prepare and format PowerPoint presentations for leadership meetings, trainings, company updates, and external-facing materials.
• Review materials for formatting, consistency, spelling, and completeness before distribution.

Legal Matter Tracking

• Maintain legal matter trackers for the Partners, including deadlines, open items, requested documents, and follow-up needs.
• Coordinate with internal team members and outside contacts as needed to gather information or provide requested documentation.
• Maintain organized legal files and related records.
• Maintain confidentiality and discretion when handling legal, business, employee, or sensitive company information.

HR Administrative Support

• Assist the Director of Human Resources with administrative tasks related to onboarding, employee communications, training coordination, employee records, and HR projects.
• Help prepare HR-related documents, spreadsheets, presentations, tracking reports, and employee communications.
• Support coordination of employee meetings, trainings, benefit-related communications, company events, and office initiatives.
• Assist with payroll-related administrative support, including tracking deadlines, following up on missing items, and supporting timely submission of payroll documentation.
• Assist with reimbursement tracking, including verifying backup documentation, routing for approval, and following up on outstanding items.
• Maintain organized HR, payroll, reimbursement, and employee-related records in accordance with company procedures.
• Maintain confidentiality when handling employee information, payroll-related documentation, reimbursement details, HR records, and other sensitive company matters.

Reporting & Document Preparation

• Create and maintain Excel spreadsheets, trackers, reports, summaries, and action item lists.
• Prepare PowerPoint presentations for meetings, trainings, leadership updates, marketing needs, and internal communications.
• Format documents, tables, charts, and reports so they are professional, accurate, and easy to understand.
• Organize information clearly and help convert notes, ideas, or meeting takeaways into usable documents.

Key Qualifications

• Experience in office administration, administrative support, operations support, HR administration, or a related role.
• Strong Excel skills, including spreadsheets, formatting, filtering, tracking lists, basic formulas, and reports.
• Strong PowerPoint skills with the ability to create and update clean, professional presentations.
• Strong Outlook and calendar management skills, including scheduling, meeting coordination, deadline tracking, and follow-up.
• Ability to generate basic reports from Procore or learn Procore reporting quickly.
• Excellent organizational skills with the ability to manage multiple priorities, trackers, reports, calendars, training records, equipment inventory, and deadlines.
• Strong written and verbal communication skills with attention to detail, professionalism, and confidentiality.

Preferred Qualifications

• Experience in a construction, project-based, or professional services environment.
• Familiarity with Procore, SharePoint, Microsoft Office, Microsoft Teams, BerniePortal, telephone systems, or similar business systems.
• Experience supporting HR, Operations, senior leadership, training coordination, marketing material updates, or safety certificate tracking.

Benefits:

• Annual salary is commensurate with education and work experience
• 401K
• Comprehensive Health benefit coverage
• Paid time off (PTO)

This job description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the Company.