Office Administrator

About the role

Modern Construction Services is growing fast, and the work behind the work is growing with it. We are a certified WBENC women-owned commercial construction and facilities maintenance company, headquartered in Charlotte and serving clients nationwide. This is a new seat. You hold the front of the house, keep AP, vendors, company travel, and office operations running, and give our leadership team its time back.

Responsibilities

• Be the first voice and face of MCS. Greet employees, clients, vendors, and visitors, answer and route calls, and handle incoming mail, parcels, and email.
• Support the leadership team. Organize files, build documents and reports, protect calendars, and bring work to a decision point instead of raw detail.
• Coordinate company travel, from leadership itineraries to job-site trips, and keep the corporate travel accounts current.
• Run accounts payable. Enter AP into the accounting and work-order systems, work the weekly AP aging report so vendors are paid accurately and on time, and process expense reports, reimbursements, and per diem approvals.
• Keep the vendor database clean and current, including certificates of insurance, W-9s, and credit terms.
• Support purchasing. Research suppliers, place orders, track deliveries, and serve as the trained backup to the Purchasing Manager so the work never goes dark when they are out.
• Manage office supplies, coordinate office maintenance with the Facilities Tech Manager, and handle agency applications, re-certifications, and business licensing.
• Coordinate staff meetings and events, recognize employee milestones, and support new-hire onboarding, uniforms, and corporate accounts.

Requirements

• Experience as an office manager, administrator, or executive or administrative support professional.
• Construction, field services, or another project-driven business is a plus.
• Strong Microsoft 365 skills, with daily use of Outlook calendar, Word, Excel