Jobsite Administrator

About the role

The Jobsite Administrator position at Hensel Phelps involves supporting various departments and projects across the region through administrative and clerical duties. Key responsibilities include greeting visitors, managing calendars, coordinating meetings, and assisting with special events.

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 jobsite calendar with company-wide events and meetings and project inspections.
• Oversee conference room scheduling; schedule and coordinate food and beverages for meetings as needed.
• Compose and manage routine correspondence to all levels of personnel, including distributions to trade partners.
• 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.
• Archiving of project documentation via project management software.
• Check and distribute mail daily.
• Cooking and serving food for meetings as needed.
• Coordinate 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

• Average 2+ years of 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.

Skills

• Microsoft Office Suite proficiency.
• Customer service skills.
• Administrative support experience.
• Notary certification.

Benefits

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

Pay

TBD based on experience and qualifications.

Schedule

Light Work classification. Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. The individual in this position will periodically walk, kneel, sit, crouch, reach, stoop, read/see, speak, push, pull, lift, stand, and finger/type. The frequency of each action varies by workflow and office activity.

Benefits

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

Equal Opportunity and Affirmative Action Employer

Hensel Phelps is an equal opportunity employer and committed to engaging in affirmative action to increase employment opportunities for protected veterans and individuals with disabilities.