Office Administrator
About the role
The Office Administrator supports the organization’s goals by performing a broad range of responsibilities, including accounting support, operational coordination, office administration, and general administrative functions. This role contributes to the overall efficiency and effectiveness of the team and involves cross-functional collaboration with the National Accounting, Operations, and Human Resources departments.
Responsibilities
Prepare check requests for open account invoices as needed.
Cookinate check processing with National Accounting Administrators.
Coordinate vendor payments via Corpay with National Accounting Administrators, including ongoing follow-up on stale checks and maintenance of the open check and credit card logs.
Support Core Services with quarterly vendor statement reviews by referencing GLAC reports (5560–5570 and 6170–6700), adding any new vendors to the master listing—excluding those who provide monthly statements (e.g., Amazon).
For vendors who submit monthly statements, review Core Services’ updates for accuracy and provide direction as needed.
Monitor Image Manager for pending invoice approvals, particularly during month-end and year-end close.
Complete new client/customer forms, including banking information as needed, and task the Regional Manager of Accounting Operations & Administration for review and approval before returning to the client.
Promptly deposit and accurately code incoming payments—including owner payments, refunds, and miscellaneous transactions.
Ensure electronic payments are coded and deposit notifications are completed promptly, using information provided by the Regional Manager of Accounting Operations & Administration.
Monitor and follow up on outstanding refunds to ensure timely collection.
Follow up with vendors and team members to resolve unidentified refunds or payments.
Maintain the funding spreadsheet by updating cash receipts and following up with Project Accountants on any aging payments.
Coordinate with the Operations Assistant to support local company vehicle processes, including registration, maintenance, branding, fuel cards, tolls, violations, recalls, vehicle transportation, equipment setup, driver assignments, and liquidations.
Assist in gathering and submitting vehicle information for insurance and tax reporting as requested by the Operations Assistant.
Distribute and maintain company-issued cell phones and air cards under the guidance of the Operations Assistant.
Greet and direct visitors in a professional and welcoming manner.
Open, sort, and distribute incoming mail and packages; notify recipients upon delivery.
Provide clerical support for outgoing packages, including coordination of IT equipment shipments.
Order and stock office supplies, and coordinate procurement of parking validations.
Serve as backup receptionist for incoming calls for Core Services during holidays and special events.
Manage kitchen and break area upkeep, including end-of-day clean-up after catered meetings, weekly refrigerator cleaning, and drink restocking.
Ensure the office remains clean, organized, and functional at all times.
Oversee office maintenance and coordinate with vendors or building management as needed.
Coordinate with building management to issue or update parking access and key fobs as needed.
Coordinate conference room reservations and submit general service requests to support day-to-day office operations.
Coordinate meal orders and onsite or offsite arrangements for team trainings, meetings, and special events.
Aid in new hire onboarding by issuing necessary equipment and supplies (e.g., gas cards, cell phones, PPE, Home Depot cards).
Support employee offboarding by collecting company-issued equipment from the employee, Human Resources, or Supervisor.
Coordinate jobsite mobilization and demobilization, including safety postings, data lines, trailers, copier rentals, and supplies.
Prepare permit authorization letters and supporting documents as needed.
Serve as backup for Core Services with temporary employee housing and travel logistics.
Support jobsite badging and other project-specific administrative tasks.
Maintain vehicle records and documentation required for audits, compliance, and internal policies.
Collaborate with internal departments to streamline administrative coordination and ensure consistent support.
Provide administrative support including document preparation, reporting, data entry, recordkeeping, and other tasks as assigned to ensure efficient office operations.
Qualifications
High school diploma or equivalent required; Associate’s degree in Business Administration, Accounting, or a related field preferred.
1+ years of experience in administration, accounting support, or operations coordination.
Familiarity with fleet management, accounts payable and receivable, vendor coordination, and general office operations preferred.
Ability to sit or stand for extended periods.
Occasional lifting of items up to 10 lbs.
Use of standard office equipment (computer, phone, copier, etc.).
Primarily an office-based role with a standard Monday–Friday schedule.
May involve occasional travel or remote work as needed.
Skills, Knowledge and Expertise
Proficiency with CMiC, Box, and Microsoft Office Suite.
Strong document and inventory management skills (digital and physical).
Ability to troubleshoot and resolve basic technical issues.
Strong organizational and time-management abilities.
Ability to prioritize tasks and manage multiple deadlines.
Basic understanding of business operations and workflows.
Resourceful in solving problems and improving processes to support operational efficiency.
Effective written and verbal communication skills.
Ability to collaborate with diverse teams.
Professional demeanor and customer service orientation.
Benefits
100% ESOP
Competitive Pay
Bonus Program
Medical/Dental/Vision Insurance
PTO/Sick
100% Life Insurance
401(K) with Match
Student Debt Program