Jobsite Administrator

$17 - $30/Yr

Hensel Phelps - San Diego, CA

San Diego, CA

Construction of Buildings

About the position

The Jobsite Administrator is responsible for a variety of administrative and clerical duties to support daily office operations for multiple departments and projects across the region. This individual is a service-oriented team member who can take initiative, work independently, and adapt quickly in a fast-paced work environment.

Responsibilities

• Greet visitors/industry partners and help with check-in via visitor management system.
• Answer the central phone line and direct incoming calls to appropriate personnel.
• Provide administrative support to office executives, Estimating Department, Marketing Department, Operations Department, and for the operational needs of the region overall.
• Manage and update the regional calendar with company-wide events and meetings and oversee conference room scheduling; schedule and coordinate food and beverages for meetings as needed.
• Compose and manage routine correspondence to all levels of personnel.
• Maintain office machines, equipment, and supplies by conducting regular inventory checks, ordering supplies, and scheduling routine service appointments.
• Submit payroll weekly for all office personnel and process weekly invoices.
• Check and distribute mail daily.
• Coordinate building security access and parking for all office personnel and process badging and renewals for federal base access and maintain region-wide badging spreadsheet.
• Schedule travel arrangements and hotel accommodations for executives and other employees (as needed) and assist with planning of special events.
• Oversee company fleet by keeping vehicle registration, safety inspection, and insurance up to date. Track vehicle location and transfers via equipment spreadsheet.
• Responsible for helping with the New Hire onboarding via UKG Onboarding.

Requirements

• Associate degree preferred.
• 2+ years administrative experience.
• Comprehensive proficiency in current version of Microsoft Word, Excel, and Outlook.
• Excellent oral and written communication skills; customer service oriented.
• Collaborative, innovative, and quick learner.
• Great attention to detail, organized, and ability to multitask.
• Certification of Notary or Notary Certificate (acquired within 60 days of hire).

Benefits

• Company-paid medical insurance
• Life insurance
• Accidental death & dismemberment
• Long-term disability
• 401(K) retirement plan
• Employee assistance program (EAP)
• Paid time off beginning upon hire