Front Office Administrator

The Front Office Administrator serves as the first point of contact for the company and supports daily office operations for a mechanical contracting environment. This role manages incoming communications, greets visitors, coordinates front office activities, supports administrative processes, and assists office and field teams with document flow and general office coordination. The position helps ensure professional, organized, and safety-conscious experience for

customers, subcontractors, vendors, and employees.

Key Responsibilities

Answer, screen, and route incoming phone calls, emails, and inquiries to the appropriate

departments, including service, project management, estimating, accounting, and HR.

Greet visitors, customers, subcontractors, inspectors, and delivery personnel; manage

visitor sign-in procedures and notify appropriate staff in accordance with company safety and security protocols.

Monitor and respond to general office inbox and voicemail systems assigned.

Maintain calendars for conference rooms and key personnel; coordinate meeting logistics

including room setup, refreshments, and supplies.

Receive, sort, log, and distribute incoming mail, packages, deliveries, and job-related

documents; prepare outgoing mail and shipments.

Assist with document control and administrative processes, including scanning, filing,

copying, data entry, and preparing correspondence and project-related documentation.

Assist with the accurate receipt and processing of purchase orders for shop and project

site materials, ensuring documentation is properly recorded and routed in accordance

with company procedures.

Support vendor and subcontractor administrative requirements by tracking and routing

documents such as W-9s, certificates of insurance, and related paperwork.

Order, maintain, and restock office and breakroom supplies; coordinate with vendors as

needed.

Ensure the reception area, break room, conference rooms, and common areas are clean,

organized, and are in professional condition.

Assist with employee onboarding process, including coordinating hire-in scheduling,

verifying required employment documentation, supporting completion of onboarding paperwork, and communicating new hire reporting locations and site assignment information.

Coordinate visitor access, badge administration, and workspace preparation to support

operational and onboarding needs as assigned.

Follow company policies related to confidentiality, safety, security, and professional

conduct.

Perform additional administrative and office support duties as assigned.

Required Qualifications

• High school diploma or equivalent required.
• Minimum of 1 year of experience in a receptionist, front desk, customer service, or administrative support role.
• Strong verbal and written communication skills.
• Excellent organizational skills with strong attention to detail and the ability to manage multiple priorities.
• Proficiency in Microsoft Office and standard office software, including email, calendar scheduling, spreadsheets, and word processing.
• Ability to maintain confidentiality and exercise sound judgment.
• Reliable attendance and punctuality.

Preferred Qualifications

• Associate degree or coursework in business administration, construction management, or
• a related field.
• Experience working in construction, HVAC, plumbing, mechanical contracting, or
• specialty contractor environment.
• Familiarity with construction terminology and documents such as work orders, purchase
• orders, RFIs, submittals, change orders, and delivery tickets.

Work Environment & Schedule

This position is based on-site at the front desk during standard business hours. Occasional overtime may be required based on business needs. The role may require sitting or standing for extended periods and occasionally lifting or moving office supplies up to 25 pounds.

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