Office Admin

About the role

The Office Administrator will serve as the first point of contact for the Empire Building Construction office, providing administrative support, answering phones, greeting visitors, assisting with light accounting duties, and ensuring the office operates efficiently.

Responsibilities

• Answer and direct incoming phone calls professionally.
• Greet customers, vendors, and visitors.
• Take accurate messages and relay them promptly.
• Respond to general inquiries and provide excellent customer service.
• Maintain a clean, organized, and welcoming reception area.
• Perform data entry and maintain accurate records.
• Scan, file, copy, and organize company documents.
• Prepare letters, forms, and correspondence.
• Order office supplies and maintain inventory.
• Absorb various departments with administrative tasks.
• Schedule meetings and assist with calendars when needed.
• Absorb accounts payable and accounts receivable.
• Process invoices and purchase orders.
• Enter financial information into accounting software.
• Absorb credit card reconciliations.
• Support payroll and accounting staff with miscellaneous tasks.
• Maintain confidential financial records.
• Distribute incoming mail and prepare outgoing mail.
• Maintain office equipment and coordinate service requests.
• Absorb company events and employee communications.
• Complete miscellaneous projects as assigned.
• Help improve office organization and administrative processes.

Requirements

• High school diploma or equivalent required.
• Previous administrative or office experience preferred.
• Basic accounting or bookkeeping experience is a plus.
• Proficient in Microsoft Office (Outlook, Excel, Word).
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to multitask and prioritize work effectively.
• Professional appearance and positive attitude.
• Ability to maintain confidentiality.
• Experience in construction or a similar industry is a plus.
• Familiarity with accounting software such as QuickBooks or Spectrum/Viewpoint is preferred but not required.
• Strong attention to detail.
• Ability to work independently and as part of a team.
• Excellent problem-solving skills.
• Bilingual in Spanish (preferred)

Qualifications

• Ability to sit for extended periods.
• Occasionally lift up to 25 pounds.
• Ability to use standard office equipment, including computers, printers, copiers, and phones.

Benefits

• Full-time, Monday–Friday schedule
• Evenings and weekends off
• Competitive pay based on experience
• Paid time off and holiday pay (per company policy)
• Health, dental, vision, and 401K
• Opportunity for growth within Empire Building Construction