Construction Office Administrator

About the role

E.C. Pace Company, Inc. is an established civil construction contractor in Roanoke, Virginia. We are currently seeking a Construction Office Administrator to join our growing organization.

Responsibilities

• Create a professional, welcoming environment for visitors, vendors and staff as they enter the office while efficiently managing and directing incoming calls.
• Match vendor invoices with supporting tickets, purchase orders and other required documentation to ensure accuracy.
• Enter and process accounts payable invoices in a timely and accurate manner.
• Cook up weekly check runs and file and maintain vendor invoices and accounts payable records in both electronic and paper filing systems.
• Review vendor statements and research discrepancies to ensure accounts remain current.
• Aid with monthly bank account reconciliations and prepare basic journal entries to support the preparation of financial statements and job cost reports.
• Maintain fixed asset records by tracking equipment purchases, transfers and disposals.
• Prepare and file annual personal property tax returns and related supporting documentation.
• Organize and manage project related records including safety logs and equipment tracking.
• Collect and file daily project updates and maintain timesheets from various projects.
• You will communicate with project managers and field personnel to obtain missing or incomplete documentation.
• Manage out-of-town travel arrangements, including hotel bookings, expense tracking and per diem processing for employees.
• Prepare, organize and maintain project files, contracts and other project specific documentation, ensuring all requirements are being met.
• This will include contract review, certificates of insurance, permit applications and tracking, business license applications and other compliance documents.
• Assist with recruiting activities and new hire onboarding, including preparing paperwork and coordinating pre-employment requirements.
• Support employee benefit administration for new hires and annual open enrollment period.
• Order and maintain employee Personal Protective Equipment, uniforms and other company apparel.
• Assist with employee recognition programs and organizing company events.

Qualifications

• Bachelor’s degree from an accredited four-year college or university, or an equivalent combination of education and experience.
• Experience in the construction industry is preferred.
• Strong communication skills with the ability to interact effectively at all levels of the organization.
• Bilingual skills are preferred to help serve our diverse employee population.
• Advanced proficiency in Microsoft Office Suite.
• Prior proven experience with handling sensitive and confidential information.
• Ability to work independently while collaborating effectively with a team.