Office Administrator - Smithfield, NC

Mission

Your mission is to keep the office, payroll, accounts payable, and administrative support functions organized, accurate, stocked, and ready to support the business every day.

Success in This Role

• Payroll information is processed accurately and on time.
• Accounts payable documentation is organized and entered correctly.
• Employees, visitors, vendors, and leadership receive responsive and professional support.
• Office supplies, coffee, snacks, beverages, and breakroom essentials remain fully stocked.
• Housekeeping and office service needs are coordinated and promptly addressed.
• Administrative and financial records are complete, orderly, and confidential.
• Office needs are identified and addressed before they disrupt the workplace.

Who This Role Is For

• Is honest when handling payroll, financial records, employee information, and company resources.
• Is respectful when supporting employees, visitors, vendors, and leadership.
• Is self-motivated and addresses office needs without waiting to be told.
• Applies creative problem-solving to administrative and workplace challenges.
• Is responsive when employees, vendors, or leaders need assistance.
• Is reliable in attendance, accuracy, organization, and follow-through.
• Is fair and consistent when applying administrative procedures and supporting employees.
• Takes pride in maintaining a professional, welcoming, and well-organized office.
• Understands that stocking supplies, coordinating housekeeping, and maintaining common areas are essential responsibilities of the position, not occasional secondary tasks.

What You Will Do

• Maintain a professional, organized, clean, and welcoming office environment.
• Work 100% in the Smithfield office during established business hours.
• Greet employees, visitors, vendors, and deliveries, upon arrival.
• Maintain inventory of office supplies, paper products, administrative materials, and breakroom essentials.
• Order supplies before inventory is depleted.
• Keep coffee, beverages, snacks, and related supplies fully stocked and organized.
• Maintain kitchens, conference rooms, reception areas, and other common spaces in a clean, orderly, and visitor-ready condition.
• Cook up and coordinate housekeeping and janitorial services and promptly address service or cleanliness concerns.
• Cook up and coordinate routine office maintenance.
• Receive, sort, and distribute incoming mail, packages, invoices, and deliveries.
• Manage the accounts payable email and route invoices for appropriate coding and approval.
• Open, organize, and prepare invoices for processing.
• Match job-related invoices with available packing slips and supporting documentation.
• Enter coded invoices into Foundation Software for payment.
• Save receipts and supporting records in the appropriate electronic folders.
• Complete monthly coding and entry of company credit card transactions.
• Prepare approved checks for mailing and maintain associated accounts payable records.
• Monitor employee timesheets and identify missing or incomplete time.
• Communicate with Superintendents and other managers regarding missing time or required corrections.
• Prepare payroll tracking information and supporting documentation.
• Accurately enter timesheets into Foundation Software.
• Process payroll and related backup reports in Foundation Software.
• Prepare direct deposit ACH information for bank processing.
• Prepare 401(k) reporting and upload required information to the administrator portal.
• Enter the 401(k) journal entry into Foundation Software.
• Maintain organized payroll documentation.
• Aid in onboarding preparation, employee materials, meetings, training sessions, and company events.
• Maintain confidentiality of payroll, employee, financial, and company information.
• Provide administrative backup and support to the Controller and HR Manager, as necessary.
• Maintain a safe approach to completing work and adhere to the company safety plan.
• Ensure timely and regular attendance.
• Perform other duties as assigned within the scope of employment.

Required

• A High School Diploma or GED.
• A minimum of two years of experience working in an office, administrative, payroll, bookkeeping, or accounting-support environment.
• Excellent written and verbal communication skills.
• A strong attention to detail and accuracy.
• The ability to multitask and prioritize responsibilities in a fast-paced work environment.
• A customer-service-oriented approach when supporting employees, visitors, vendors, and leadership.
• The ability to complete detailed administrative tasks with minimal supervision.
• The ability to maintain confidentiality of payroll, financial, and employee information.
• Proficiency in Microsoft Outlook, Excel, and Word.
• The ability and willingness to work 100% in-office at the Smithfield, North Carolina location.
• Reliable attendance and punctuality.
• The willingness to take direct responsibility for office supplies, housekeeping coordination, breakroom stocking, and workplace organization.

PREFERRED

• A two-year college degree or an Associate degree in Business Administration, Accounting, or a related field.
• Experience using Foundation Software.
• Experience processing payroll and accounts payable.
• Experience working in construction, heavy civil contracting, or a related industry.

Physical & Office Requirements

• Work full time and 100% in-office at the Smithfield, North Carolina location.
• Sit and work at a computer for extended periods.
• Frequently use hands to operate computers, and standard office equipment.
• Regularly stand, walk, bend, reach, and move throughout the office.
• Occasionally lift, carry, and organize office supplies, deliveries, and breakroom products weighing up to 30 pounds.
• Communicate effectively in person, by telephone, and electronically.
• Read and review detailed documents, invoices, reports, timesheets, and computer screens.
• Maintain the physical organization and readiness of office and common areas.
• Maintain timely and regular attendance during the Company’s established office hours.