Office Administrator

Job Description

Job Description

Company Overview

COP Construction LLC is a well-established heavy civil contractor with a proud history dating back to 1947. We specialize in infrastructure projects including water and sewer utilities, treatment plants, bridges, dams, subdivisions, and recreational facilities throughout the Western United States.

At COP Construction, we are committed to building more than infrastructure. We build strong teams, lasting relationships, and communities that thrive. Guided by our core values of Safety, Integrity, Excellence, Teamwork, Positive Attitude, and Dedication, we strive to create an environment where employees can succeed and grow.

Position Overview

COP Construction is seeking a highly organized, detail-oriented Office Administrator to support our Montana office and serve as a key resource for employees, visitors, and company operations. This role provides administrative support across multiple areas of the business, including office operations, recruiting and onboarding coordination, employee training support, company communications, marketing initiatives, and special events.

The ideal candidate is professional, adaptable, and service-oriented, with the ability to manage multiple priorities while maintaining accuracy, confidentiality, and a positive attitude. This position offers a unique opportunity to contribute to both the employee experience and the overall success of our organization.

Key Responsibilities

Employee & Administrative Support

• Assist with applicant tracking and communication between candidates and hiring managers.
• Facilitate pre-employment onboarding procedures, including new hire paperwork, enrollment processes, orientation support, training coordination, and ongoing onboarding requirements.
• Assist in scheduling and tracking employee training while maintaining accurate training records and databases.
• Coordinate and organize PPE and company uniform inventory.
• Assist with updating company policies, operating manuals, onboarding materials, and other administrative documents.
• Participate in special company projects and initiatives as assigned.

Marketing & Communications Support

• Organize and maintain jobsite photographs and marketing assets for future use.
• Assist with updating and posting content on social media platforms while maintaining company branding standards.
• Support production of the COP Chronicle newsletter, including information gathering and content coordination.
• Assist with website updates and content management.
• Help plan and coordinate company events, employee engagement activities, community involvement efforts, and industry functions.
• Assist with ordering and distributing company-branded apparel and promotional items.
• Support consistent application of company branding across all communications and materials.

Office Administration

• Serve as the first point of contact for visitors, employees, vendors, and incoming calls.
• Coordinate daily office activities and administrative functions.
• Oversee the maintenance, organization, and appearance of office spaces, equipment, and common areas.
• Coordinate the purchase of office supplies, furniture, and equipment.
• Arrange maintenance and repairs for office equipment as needed.
• Maintain kitchens, break rooms, refrigerators, and employee common areas.
• Coordinate travel arrangements including airfare, lodging, and transportation as requested.
• Maintain and organize office files, records, and documentation.
• Support meetings, company functions, and workplace initiatives.

Qualifications

Required Qualifications

• 2+ years of experience in office administration or a related field.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and Teams.
• Ability to learn and adapt to new software and systems.
• Valid driver's license and reliable transportation.
• Ability to pass pre-employment and random drug screenings.

Preferred Qualifications

• Human Resources experience.
• Construction industry experience.
• Experience coordinating events, communications, or employee programs.
• Experience with applicant tracking systems, HR software, or content management platforms.

Competencies & Skills

Customer Service & First Impressions

Creates a welcoming, professional environment as the first point of contact for employees, candidates, visitors, and business partners.

Communication

Effectively communicates with individuals at all levels of the organization through written, verbal, and digital channels.

Organization & Attention to Detail

Maintains accurate records, manages multiple responsibilities, and consistently delivers high-quality work.

Administrative Excellence

Demonstrates efficiency, reliability, and professionalism in managing office operations and administrative processes.

Confidentiality & Integrity

Handles sensitive employee, business, and company information with professionalism and discretion.

Coordination & Project Support

Successfully supports multiple initiatives, including recruiting, onboarding, training coordination, company events, and communications projects.

Collaboration & Teamwork

Works effectively with office staff, field employees, managers, and leadership while maintaining a positive and helpful attitude.

Adaptability & Problem Solving

Remains flexible in a fast-paced environment and proactively identifies solutions to challenges.

Technology Proficiency

Comfortable using Microsoft Office Suite, applicant tracking systems, website management tools, social media platforms, and other business software.

Brand Stewardship

Supports and promotes consistent company branding across communications, marketing efforts, events, and employee materials.

Time Management & Prioritization

Effectively balances competing priorities and deadlines while maintaining quality and accuracy.

Why Join COP Construction?

At COP Construction, our people are our greatest asset. We take pride in creating a workplace that values teamwork, personal growth, and meaningful contributions. You'll have the opportunity to support a variety of business functions, build relationships across the organization, and play a key role in helping our employees and teams succeed.

Benefits

• 401(k)
• 401(k) Company Match
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Flexible Spending Account (FSA)
• Employee Assistance Program (EAP)
• Paid Time Off (PTO)
• Opportunities for Professional Growth and Development

Work Location: In-person