Office Administrator

Description

• Event Planning: If there are company events or team-building activities, they may be responsible for organizing logistics such as venue booking, catering, and invitations.
• Maintaining Office Environment: They ensure the office is well-organized, comfortable, and functional, overseeing office cleanliness, equipment maintenance, and general workplace efficiency.
• Supporting Special Projects: They may assist with special projects or ad hoc tasks, depending on the needs of the business at any given time.
• Preparing Meeting Materials: They organize and prepare materials for meetings, including agendas, presentations, and reports. They may also take meeting minutes and distribute them afterward.
• Entering Data: They may be responsible for entering project data into software systems (such as project management tools or ERP systems), ensuring that it’s accurate and up to date.
• Inventory Management: They help maintain office and project equipment inventories, ensuring that the right tools and materials are available when needed.
• Scheduling and Calendar Management: They handle the scheduling of meetings, conference calls, site visits, and other appointments for team members, managers, and external stakeholders.
• Project Coordination: They provide administrative support to project managers, engineers, and other team members, helping to track project timelines, milestones, and deliverables.
• Customer Interaction: They may be the first point of contact for clients or vendors reaching out to the office. They help manage relationships by addressing inquiries and ensuring that the needs of external stakeholders are met promptly.
• Onboarding Support: They will assist with the onboarding process for new employees, including scheduling and delivering Orientation, interfacing with hiring managers, scheduling travel (where necessary), setting up workstations, providing necessary documents, and helping new hires integrate into the team.
• Handling Issues as They Arise: As problems arise—whether related to scheduling, documents, equipment, or team coordination—the office administrator works quickly to resolve them.
• Ordering Supplies and Equipment: They may assist with ordering office supplies, project materials, or other resources needed for day-to-day operations or specific projects.
• Expense Tracking: They may help track office or project-related expenses, ensuring that budgets are adhered to.
• Correspondence Handling: They manage incoming and outgoing communications, including emails, phone calls, and mail, ensuring that important information is passed on to the right people in a timely manner.
• Compliance and Regulatory Documentation: They help ensure that all necessary compliance documents are maintained, such as safety certifications, environmental reports, and project permits.
• Handling Office Budgeting: They may assist with managing the office budget, ensuring that spending on supplies, services, or utilities stays within predefined limits.
• Travel Arrangements: If team members need to travel for site visits, meetings, or conferences, the office administrator is often responsible for booking travel arrangements, including flights, accommodation, and transportation.
• Contract Administration: They assist with organizing and tracking contracts with clients, vendors, and contractors, ensuring that all necessary paperwork is properly completed, signed, and filed.
• Assisting with New Hire Onboarding:
• Managing Documentation: They assist with organizing, filing, and maintaining project-related documentation (such as contracts, blueprints, permits, and reports), ensuring that all records are up to date, easily accessible, and properly archived.
• Team Liaison: They act as a liaison between different departments (engineering, construction, finance, etc.), ensuring that everyone has the information they need to keep projects on track.
• Invoice Processing: They may assist with processing invoices, managing billing cycles, and ensuring that payments for services or materials are tracked and submitted on time.
• Generating Reports: They help generate regular reports on project progress, budgets, or other key metrics, which can be shared with senior leadership or clients.
• Internal Communication: They help maintain good communication within the team by disseminating important information, reminders, and updates.

Requirements

• Keen attention to detail.
• Excellent written and verbal communication skills.
• Problem Solving and Ad Hoc Tasks:
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• High School diploma or GED
• Familiarity with Microsoft office software.
• Some experience with onboarding new employees
• Strong organizational skills.
• Ability to multitask and prioritize work effectively.
• Minimum 3+ years of previous experience in office administration or a related role.

Benefits

• Paid Basic Life Insurance & Voluntary Options
• Medical, Dental & Vision Benefits
• Free Wellness Resources & Marketplace Discounts
• 401(k) Program with a Company Match.
• Paid Maternity & Parental Leave

Training + Development

Interview process

Visa Sponsorship

Security clearance