Construction Office Administrator

$37,440 - $41,600/Yr

PrideStaff - Talbott, TN

Full-time - Entry Level

Talbott, TN

Administrative and Support Services

About the position

The Construction Office Administrator position in Talbott, Tennessee, is a vital role within the administrative and clerical functions of a construction office. This position requires a proactive individual who can manage various administrative tasks efficiently while supporting the construction team. The role is primarily focused on timekeeping, documentation, and communication between the construction office and the main office. The administrator will work closely with the job Superintendent and Foreman to accurately record employee hours, equipment usage, and descriptions of work into Excel spreadsheets. Attention to detail is crucial, as the administrator will be responsible for reviewing this information for accuracy before submission. In addition to timekeeping, the Construction Office Administrator will handle employee new hire sign-ups and manage the intake of job site paperwork. This includes processing new hire paperwork, receipts, invoices, shipping and bill of lading tickets, subcontractor daily tickets, and daily safety meeting paperwork. The administrator will also be tasked with scanning incoming documents and allocating them to the appropriate electronic files on OneDrive. Hard copies and originals will need to be organized and prepared for mailing to the main office, likely on a weekly basis. Some paperwork may also be emailed or sent through Teams, requiring familiarity with these communication tools. Effective communication is essential in this role, as the administrator will serve as a liaison between the construction office and the main office, utilizing phone, text, email, and Teams for correspondence. The organization and maintenance of construction office files will also fall under the administrator's responsibilities, ensuring that all documents are easily accessible and well-managed. Additional data entry tasks may be assigned as needed, and the administrator will assist field personnel, including the Superintendent, Foreman, and Project Manager, with miscellaneous tasks. There may also be occasional communication with customers, subcontractors, and vendors, making interpersonal skills an important aspect of this position.

Responsibilities

• Timekeeping - Working with job Superintendent/Foreman daily to record employee hours, equipment, and descriptions of work into Excel spreadsheets.
• Reviewing timekeeping entries for accuracy.
• Managing employee new hire sign-ups and paperwork.
• Intake of job site paperwork including receipts, invoices, and shipping/bill of lading tickets.
• Processing subcontractor daily tickets and daily safety meeting paperwork.
• Scanning incoming documents and allocating them to proper electronic files on OneDrive.
• Organizing hard copies/originals for mailing to the main office as needed, likely weekly.
• Maintaining communication between the construction office and main office via phone, text, email, and Teams.
• Organizing and maintaining construction office files.
• Performing other data entry tasks as assigned.
• Assisting field personnel (Superintendent, Foreman, Project Manager) with miscellaneous tasks.
• Communicating with customers, subcontractors, and vendors as required.

Requirements

• Proficiency in Microsoft Excel for timekeeping and data entry tasks.
• Strong attention to detail to ensure accuracy in documentation.
• Excellent organizational skills to manage multiple tasks and paperwork.
• Effective communication skills for liaising between construction and main offices.
• Ability to work independently and as part of a team in a fast-paced environment.

Nice-to-haves

• Experience in a construction office environment.
• Familiarity with OneDrive or similar document management systems.
• Basic understanding of construction terminology and processes.

Benefits

• Medical
• Dental
• Vision