Office Administrator

Job Description

Job Description

The Office Administrator collaborates with the entire HighCraft team to ensure the office and facilities are clean, organized, and run efficiently. As the first point of contact for visitors and callers, this role sets a professional and positive tone through appearance, interactions, and all forms of communication.

Core Responsibilities:

Customer Service and Client Relations

1. Greet visitors and callers, schedule appointments, and manage incoming mail and deliveries.

2. Create a welcoming and professional environment to ensure a positive experience for all clients.

3. Conduct initial phone interviews, providing an excellent first impression while building strong, long-term client relationships.

4. Support ongoing client communication and satisfaction throughout the duration of each project.

Administrative Support and Facility Management

1. Maintain a clean, organized, and professional office environment throughout the week.
2. Provide administrative support to Project Coordinators, including scheduling site visits and organizing incoming documents and files.
3. Assemble and maintain client project proposal folders.
4. Manage project archives, including lost leads, proposals, and completed project folders.
5. Oversee the operation and maintenance of office equipment; coordinate repairs as needed and recommend updates or replacements.
6. Order and manage inventory of office supplies to ensure consistent availability.
7. Develop and implement forms or systems to improve workflow efficiency.
8. Maintain the office computer network, including regular backups and proper file storage practices.
9. Assist the accounting department in tracking and renewing business and construction licenses.
10. Provide support to the marketing and business development teams as needed.
11. Offer administrative assistance to company leadership and team members across departments.

Operations Support

1. Maintain comprehensive records of all vendors, subcontractors, jobs, and clients—both past and current.
2. Manage agreements for material suppliers and subcontractors, including tracking and updating insurance certificates.
3. Coordinate the company’s warranty program, serving as the main point of contact for related inquiries and documentation.
4. Create and organize physical and electronic job files, ensuring accurate record keeping throughout the project lifecycle; archive files upon project completion.
5. Assist with building permit applications and documentation as needed.

Financial Coordination

1. Assist with organizing invoices, credit card statements, and other financial receipts to support accurate record keeping and reporting.

Required Skills and Experience:

1. Solid understanding of general office procedures and best practices

2. Proven experience in customer service with strong interpersonal communication skills

3. Proficiency in computer software, including databases, spreadsheets, and word processing programs

4. Working knowledge of basic accounting procedures, particularly accounts payable

5. Competence in operating standard office equipment, including computers, copiers, scanners, and fax machines

6. Familiarity with the construction industry and related terminology

Key Attributes and Core Competencies:

Character and Integrity

1. Serving Heart – Driven to meet or exceed the expectations of others with care and empathy
2. Accountable – Takes full ownership of words, actions, and outcomes
3. Honest – Acts with integrity, keeps commitments, and never cuts corners
4. Humble – Confident yet teachable, embracing a mindset of continuous improvement
5. Professionalism – Consistently demonstrates courteous, respectful, and ethical behavior
6. Trustworthy – Builds and maintains trust over time through reliability and transparency

Work Ethic and Initiative

1. Strong Work Ethic – Eager to learn and consistently strives for excellence
2. Self-Starter – Contributes proactively without the need for constant direction
3. Self-Motivated – Manages time effectively and maintains momentum independently
4. Thrives in a Fast-Paced Environment – Adapts and performs well under pressure

Collaboration and Communication

1. Team Player – Prioritizes team success over individual recognition
2. Excellent Communication Skills – Clear and professional in both verbal and written forms
3. Active Listener – Listens attentively without interrupting; asks thoughtful questions
4. Conflict Resolution – Navigates difficult conversations with confidence and respect
5. Client-Focused – Adapts communication style to connect effectively with clients

Attention to Detail and Problem Solving

1. Highly Organized and Detail-Oriented – Keeps tasks, files, and priorities in clear order
2. Ability to Critique Own Work – Open to self-review and continuous refinement
3. Proactive – Anticipates needs and identifies potential issues early
4. Flexible Prioritization – Balances shifting deadlines while maintaining quality

Team Expectations:

1. Maintain positive relationships with clients, colleagues, and the public to support a strong company reputation.

2. Represent the company with professionalism, integrity, and discretion at all times.

3. Pursue ongoing personal and professional development to support growth and performance.

4. Actively participate in quarterly staff meetings, team-building events, and company functions.

5. Monitor overhead expenses in alignment with budget goals, seeking opportunities to reduce unnecessary spending.

Position Details:

1. Compensation: $30-$35 per hour, based on experience and qualifications

2. Position Type: Full-Time, Non-Exempt

3. Benefits: Join an award-winning team; Health insurance coverage; Simple IRA with company matching; Paid vacation, holidays, and sick leave; Training and education reimbursement; Cell phone and mileage reimbursement; Clothing allowance

Locally owned and operated since 1998, HighCraft Builders is an established, Fort Collins based design-build company that provides exceptional interior and exterior remodeling, architectural and interior design, additions, kitchens, bathrooms, outdoor spaces, custom new construction, and large-scale repairs to make homes beautiful, functional, safe and sound. Our caring team of creative professionals includes Architects, Interior Designers, Experienced Project Planners and seasoned craftsmen who are dedicated to providing excellence in design, exceptional customer service, superior craftsmanship, and a highly personal approach to every project.

Company Description

Locally owned and operated since 1998, HighCraft Builders is an established, Fort Collins based design-build company that provides exceptional interior and exterior remodeling, architectural and interior design, additions, kitchens, bathrooms, outdoor spaces, custom new construction, and large-scale repairs to make homes beautiful, functional, safe and sound. Our caring team of creative professionals includes Architects, Interior Designers, Experienced Project Planners and seasoned craftsmen who are dedicated to providing excellence in design, exceptional customer service, superior craftsmanship, and a highly personal approach to every project.