Jobsite Administrator

About the role

The Jobsite Administrator position at Hensel Phelps is contingent upon successful completion of verification of work authorization and employment eligibility, substance abuse screening, physical exam (if applicable), and background checks for badging/security clearances (if applicable).

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.
• Cookier 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.

Requirements

• 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).

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).

Skills

• Microsoft Word proficiency.
• Microsoft Excel proficiency.
• Outlook proficiency.
• Administrative support skills.
• Customer service skills.
• Notary certification (if applicable).

Benefits

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

Pay

Details of the pay structure are not specified in the job posting.

Schedule

Details of the work schedule are not specified in the job posting.

Benefits

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

Company Information

Hensel Phelps is a leading employee-owned general contractor founded in 1937. They specialize in building development, construction, and facility services across various sectors including aviation, government, commercial, transportation, healthcare, and more. Ranked #1 in aviation and #6 overall general contractor in 2024 by BD+C, Hensel Phelps is committed to delivering excellence in all they do and supports their clients' visions through a comprehensive approach that includes innovative planning and ongoing project management.

Equal Opportunity and Affirmative Action

Hensel Phelps is an equal opportunity employer committed to engaging in affirmative action to increase employment opportunities for protected veterans and individuals with disabilities. The company does not discriminate against employees or applicants for employment based on 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.