Jobsite Administrator

About Hensel Phelps

Hensel Phelps is an employee-owned company that combines cutting-edge technology with hands-on expertise to deliver landmark projects across the nation. Our core values of Ownership, Integrity, Builder mindset, Diversity, and Community guide us in creating a culture of excellence where innovation thrives, safety is paramount, and every individual has the opportunity to make a lasting impact.

Job Description

The Jobsite Administrator supports daily office operations for multiple departments and projects across the region. This role requires administrative and clerical duties, as well as the ability to take initiative and adapt to a fast-paced environment.

Key Responsibilities

• Greet visitors/industry partners and help with check-in via visitor management system
• Answer the central phone line and direct incoming calls to appropriate personnel
• Provide administrative support to office executives, Estimating Department, Marketing Department, Operations Department, and for the operational needs of the region overall
• Manage and update the regional calendar with company-wide events and meetings and oversee conference room scheduling; schedule and coordinate food and beverages for meetings as needed
• Compose and manage routine correspondence to all levels of personnel
• Maintain office machines, equipment, and supplies by conducting regular inventory checks, ordering supplies, and scheduling routine service appointments
• Submit payroll weekly for all office personnel and process weekly invoices
• Check and distribute mail daily
• Cover building security access and parking for all office personnel and process badging and renewals for federal base access and maintain region-wide badging spreadsheet
• Schedule travel arrangements and hotel accommodations for executives and other employees (as needed) and assist with planning of special events
• Oversee company fleet by keeping vehicle registration, safety inspection, and insurance up to date; Track vehicle location and transfers via equipment spreadsheet
• Help with the New Hire onboarding via UKG Onboarding

Qualifications

• Associate degree preferred
• 2+ years administrative experience
• Comprehensive proficiency in current version of Microsoft Word, Excel, and Outlook
• Excellent oral and written communication skills; customer service oriented
• Collaborative, innovative, and quick learner
• Great attention to detail, organized, and ability to multitask
• Certification of Notary or Notary Certificate (acquired within 60 days of hire)

Physical Requirements

• Light Work
• Occasionally move up to 25 pounds, frequently move up to 10 pounds
• Constantly operate a computer and other office machinery, such as a calculator, copy machine, phone, computer, and computer printer
• Frequently communicate with employees and external stakeholders regarding a variety of topics related to office administration
• Compute, analyze, and conceptualize mathematical calculations and formulas
• Read written communications and view email submissions
• Regularly sit in a stationary position in front of a computer screen
• Rarely exposed to high and low temperatures
• Rarely exposed to noisy environments and outdoor elements such as precipitation and wind

Education

• Associate degree preferred

Benefits

• Medical insurance
• Life insurance
• Accidental death & dismemberment
• Long-term disability
• 401(K) retirement plan
• Employee Assistance Program (EAP)
• Paid time off

Equal Opportunity Employer Statement

Hensel Phelps is an equal opportunity employer. We are committed to engaging in affirmative action to increase employment opportunities for protected veterans and individuals with disabilities. Hensel Phelps shall not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity and expression, domestic partner status, pregnancy, disability, citizenship, genetic information, protected veteran status, or any other characteristic protected by federal, state, or local law. The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.