Office Administrator Cleveland

Key Responsibilities

• Provide administrative support to all office personnel.
• Schedule internal and external meetings and coordinate catering as needed.
• Maintain and troubleshoot general office equipment, coordinate service calls when necessary.
• Plan and organize company events (e.g., annual holiday party) as approved by management.
• Order and manage office supplies; maintain cleanliness and organization of shared spaces (fax/copy room, kitchen).
• Handle all incoming and outgoing mail, including UPS shipments.
• Answer and direct incoming calls for all office locations.
• Greet and assist visitors, ensuring they are directed to the appropriate contact or location.
• Cookinate hotel accommodation for visiting employees and guests.
• Manage building cleaning and maintenance vendors.
• Ensure all vehicles have current tags, insurance cards, fuel cards and maintenance.
• Handle sensitive and confidential information with discretion and professionalism.
• Solicit COI’s from corporate as needed for project compliance and/or contract execution.
• Ensure OSHA logs are posted in the facility to maintain compliance.

Accounting Support

• Generate daily service billings.
• Updates daily the "Bible" with any new work sold/projects that have been paid in full/end of month updates, change orders, etc.
• Update monthly billing sheet with all billings that have been sent out for that month.
• Stamp, code and approve all invoices and review with GM.
• Track all invoices related to service work and ensure they are billed.
• Create expense and mileage reports for office and field personnel.
• Collect weekly timesheets/Make sure all timesheets have correct job names, numbers, codes and hours.
• Ensure accounts receivable are followed up weekly with updates to PM/GM.
• Review accounts payable, overhead, credit card statements and check logs with GM weekly/monthly.
• Ensure all field/shop personnel receipts are collected and audited for job costing/billing purposes.

Human Resources Support

• Aid HR with onboarding, benefits enrollment, and documentation collection.
• Ensure schedules and workspaces are ready for office staff starting on Day 1.
• Track PTO for eligible employees offline as a means to back-check against UKG data intermittently and at EOY.
• Execute termination paperwork for shop/field personnel and remove individual(s) from 'active roster.'
• Aid employees with medical/insurance paperwork.