Office Administrator

Job Description

We are looking for a reliable Office Administrator for our construction company. Our success depends on our people, productivity, and procedures. An office administrator is the supportive force driving each of these areas, and we’re currently seeking someone exceptional to ensure our office runs smoothly.  The ideal person for the role is a flexible problem solver with superb communication skills with a detail-oriented mindset and capable of working within a construction environment. They will undertake administrative tasks, ensuring the rest of the team has adequate support to work efficiently.

Objectives of the Role

• Coordinate office activities and operations to secure efficiency and compliance to company policies


• Maintain facilities management, including space planning/design, vendor contracts and relations, and facilitation of all office functions and services


• Act as primary liaison between the company, staff, and office building management, providing information, answering questions, and responding to requests


• Oversee and achieve organizational goals while maintaining an efficient, productive, and positively cultured office and employee experience


• Manage phone calls and correspondence (e-mail, letters, packages etc.)


• Support budgeting, bookkeeping, and approve payroll procedures


• Create and update records and databases with personnel, financial and other data


• Track stocks of office supplies and place orders when necessary


• Assist colleagues whenever necessary

Requirements

• Proven experience as an office administrator, office assistant or relevant role


• Outstanding communication and interpersonal abilities


• QuickBooks experience a must, certification a plus


• Experience with Bookkeeping/AR/AP/Vendor processing


• Excellent organizational and leadership skills


• Project administration experience a plus


• Familiarity with office management procedures and basic accounting principles


• Excellent knowledge of MS Office and office management software

Daily and Monthly Responsibilities

• Warmly greet visitors to our facility; answer and direct phone calls promptly, fielding solicitors/cold sales calls; and maintain office efficiency arranging necessary repairs


• Perform a variety of administrative duties, such as generating and distributing memos, letters, spreadsheets, forms, and faxes; and sorting and distributing incoming mail


• Assist with billing by preparing and sending invoices; maintain client databases; track accounts; oversee the invoice workflow, and assist in copying and distributing production orders and other internal documents as requested


• Update spreadsheets used by accounting, production, and field services as requested

Skills and Qualifications

• Proven administrative experience


• Superb written and verbal communication skills


• Strong time-management skills and multitasking ability


• Proficient in Microsoft Office, with aptitude to learn new software and systems


• Solid interpersonal skills