Office Administrator

Company Overview

At Pioneer, you're more than an employee, youre an owner. As a 100% employee-owned company, everyone shares our success through our ESOP retirement plan. We specialize in custom unitized curtain wall systems and are known for our innovative designs, award-winning technology, and commitment to quality. With offices across the Midwest and East Coast, were growingand so can your career.

Pioneer provides a comprehensive benefits package for full-time employees, which includes medical, dental, vision, critical illness, and accident coverage. The company also offers employer-paid life insurance, short- and long-term disability, an Employee Assistance Program (EAP), tuition reimbursement, and a 401(k) plan with a 4% company match. Committed to supporting work-life balance, Pioneer offers flexible work schedules to help employees thrive both professionally and personally.

Join a team that values your voice, invests in your future, and celebrates your success.

Job Summary

The Office Administrator provides comprehensive administrative support to both office, shop and field operations. This role serves as the first point of contact for visitors and employees, ensuring smooth communication, and coordination of HR and accounting related tasks. The position plays a key role in maintaining a professional and welcoming environment while supporting internal teams with a variety of operational needs.

Key Responsibilities

Office Administration

• Provide administrative support to all office personnel.
• Schedule internal and external meetings and coordinate catering as needed.
• Maintain and troubleshooting general office equipment, coordinate service calls when necessary.
• Plan and organize company events (e.g., annual holiday party) as approved by management.
• Order and manage office supplies; maintain cleanliness and organization of shared spaces (fax/copy room, kitchen).
• Handle all incoming and outgoing mail, including UPS shipments.
• Answer and direct incoming calls for all office locations.
• Greet and assist visitors, ensuring they are directed to the appropriate contact or location.
• Coordinate hotel accommodation for visiting employees and guests.
• Manage building cleaning and maintenance vendors.
• Order supplies for the production office and shop.
• Ensure all vehicles have current tags, insurance cards, fuel cards and maintenance.
• Handle sensitive and confidential information with discretion and professionalism.
• Perform all other duties as assigned.
• Solicit COIs from corporate as needed for project compliance and/or contract execution.
• Ensure OSHA logs are posted in the facility to maintain compliance.

Accounting Support

• Generate daily service billings.
• Updates daily the "Bible" with any new work sold/projects that have been paid in full/end of month updates, change orders, etc.
• Update monthly billing sheet with all billings that have been sent out for that month.
• Stamp, code and approve all invoices and review with GM.
• Track all invoices related to service work and ensure they are billed.
• Fill out a service project tracker sheet and request job numbers on new jobs, enter all information into Computer Ease (AIA and cost code information).
• Create expense and mileage reports for office and field personnel.
• Collect weekly timesheets/ Make sure all timesheets have correct job names, numbers, codes and hours.
• Ensure accounts receivable are followed up weekly with updates to PM/GM.
• Review accounts payable, overhead, credit card statements and check logs with GM weekly/monthly.
• Ensure all field/shop personnel receipts are collected and audited for job costing/billing purposes.

Human Resources Support

• Assist HR with onboarding, benefits enrollment, and documentation collection.
• Ensure schedules and workspaces are ready for office staff starting on Day 1.
• Track PTO for eligible employees offline as a means to back-check against UKG data intermittently and at EOY.
• Execute termination paperwork for shop/field personnel and remove individual(s) from active roster.
• Assist employees with medical/insurance paperwork

Qualifications

• High School Diploma required; Associates Degree preferred.
• Minimum 1 year of experience using Microsoft Office (Word and Excel).
• At least 1 year of relevant administrative experience.
• Strong communication and conflict resolution skills.
• Demonstrated commitment to excellent internal and external customer service.
• Ability to manage multiple tasks under time constraints and shifting priorities.
• Strong organizational skills and attention to detail.

Pioneer Cladding and Glazing Inc. is an Equal Employment Opportunity Employer and E-Verify Compliant. We maintain a drug-free workplace.