Office Administrator

Description

• Provide clerical support for outgoing packages, including coordination of IT equipment shipments.
• After receiving Regional Manager of Accounting Operations & Administration approval, coordinate weekly subcontractor and material check processing with the National Accounting Administrators, ensuring checks are mailed via USPS or overnight courier services.
• Maintain the funding spreadsheet by updating cash receipts and following up with Project Accountants on any aging payments.
• Regularly request Wintrust stale check information from Regional Manager of Accounting Operations & Administration. Follow up with vendors as needed, and request payment voids and reissuance. When voiding a stale check without reissuing payment, ensure the corresponding invoice is also voided. Reference unclaimed property laws in conjunction with National Accounting and clearly document the reason for voiding the invoice. (e.g., account statement reflects no balance, vendor confirmed account is paid in full, etc.).
• Manage kitchen and break area upkeep, including end-of-day clean-up after catered meetings, weekly refrigerator cleaning, and drink restocking.
• Prepare check requests for open account invoices as needed.
• Complete new client/customer forms, including banking information as needed, and task the Regional Manager of Accounting Operations & Administration for review and approval before returning to the client.
• Oversee office maintenance and coordinate with vendors or building management as needed.
• Maintain vehicle records and documentation required for audits, compliance, and internal policies.
• Prepare permit authorization letters and supporting documents as needed.
• Use of standard office equipment (computer, phone, copier, etc.).
• Order and stock office supplies, and coordinate procurement of parking validations.
• Coordinate jobsite mobilization and demobilization, including safety postings, data lines, trailers, copier rentals, and supplies.
• Support Core Services with quarterly vendor statement reviews by referencing GLAC reports (5560–5570 and 6170–6700), adding any new vendors to the master listing—excluding those who provide monthly statements (e.g., Amazon). For vendors who submit monthly statements, review Core Services’ updates for accuracy and provide direction as needed.
• Occasional lifting of items up to 10 lbs.
• Assist with new hire onboarding by issuing necessary equipment and supplies (e.g., gas cards, cell phones, PPE, Home Depot cards). For offices without onsite Human Resources, facilitate day-one equipment setup and provide basic technical support for virtual onboarding. Support employee offboarding by collecting company-issued equipment from the employee, Human Resources, or Supervisor.
• Coordinate vendor payments via Corpay with National Accounting Administrators, including ongoing follow-up on stale checks and maintenance of the open check and credit card logs.
• Support jobsite badging and other project-specific administrative tasks.
• Route check register reports to appropriate approvers and obtain required approvals prior to the release of payments.
• Serve as backup receptionist for incoming calls for Core Services during holidays and special events.
• Support vendor management processes, including submitting W9s for new vendor setup requests to the National Accounting Department, completing credit applications, and following up on returned 1099s.
• Monitor and follow up on outstanding refunds to ensure timely collection.
• Promptly deposit and accurately code incoming payments—including owner payments, refunds, and miscellaneous transactions.
• Follow up with vendors and team members to resolve unidentified refunds or payments.
• Assist in gathering and submitting vehicle information for insurance and tax reporting as requested by the Operations Assistant.
• Coordinate check processing with National Accounting Administrators.
• Coordinate with the Operations Assistant to support local company vehicle processes, including registration, maintenance, branding, fuel cards, tolls, violations, recalls, vehicle transportation, equipment setup, driver assignments, and liquidations.
• Serve as backup for Core Services with temporary employee housing and travel logistics.
• Promptly communicate vehicle and driver changes to the Operations Assistant to ensure timely updates to Enterprise and WEX systems.
• Ensure electronic payments are coded and deposit notifications are completed promptly, using information provided by the Regional Manager of Accounting Operations & Administration.
• Collaborate with internal departments to streamline administrative coordination and ensure consistent support.
• Coordinate meal orders and onsite or offsite arrangements for team trainings, meetings, and special events.
• Provide administrative support including document preparation, reporting, data entry, recordkeeping, and other tasks as assigned to ensure efficient office operations.
• Open, sort, and distribute incoming mail and packages; notify recipients upon delivery.
• Monitor Image Manager for pending invoice approvals, particularly during month-end and year-end close.
• Greet and direct visitors in a professional and welcoming manner.
• Coordinate with building management to issue or update parking access and key fobs as needed.
• Coordinate conference room reservations and submit general service requests to support day-to-day office operations.
• Ensure the office remains clean, organized, and functional at all times.
• Distribute and maintain company-issued cell phones and air cards under the guidance of the Operations Assistant.

Requirements

• Willingness to learn and adapt in a dynamic environment.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Detail-oriented and self-motivated.
• High school diploma or equivalent required; Associate’s degree in Business Administration, Accounting, or a related field preferred.
• Strong organizational and time-management abilities.
• Ability to sit or stand for extended periods.
• Ability to prioritize tasks and manage multiple deadlines.
• Proficiency with CMiC, Box, and Microsoft Office Suite.
• High degree of integrity and accountability.
• Ability to collaborate with diverse teams.
• Ability to troubleshoot and resolve basic technical issues.
• 1+ years of experience in administration, accounting support, or operations coordination.
• Strong document and inventory management skills (digital and physical).
• Resourceful in solving problems and improving processes to support operational efficiency.
• Familiarity with fleet management, accounts payable and receivable, vendor coordination, and general office operations preferred.
• Typical indoor working conditions with standard lighting and ventilation.
• Basic understanding of business operations and workflows.
• Professional demeanor and customer service orientation.
• Effective written and verbal communication skills.

Benefits

• 100% ESOP
• Medical/Dental/Vision Insurance
• Student Debt Program
• 100% Life Insurance
• 401(K) with Match
• Competitive Pay
• Primarily an office-based role with a standard Monday–Friday schedule.
• Bonus Program

Training + Development

Interview process

Visa Sponsorship

Security clearance