Office Administrator - Fleet

About the position

Phillips & Jordan, Inc. (P&J), a Phillips Infrastructure Holdings, Inc. company, is a certified woman-owned, heavy civil and power infrastructure contractor established in 1952. P&J is a proven innovator, a proven leader, and a proven solution in the industry. We have built a reputation for taking on some of the most challenging, difficult projects and successfully completing them on, or even ahead of schedule. P&J employs a top-notch workforce, and we are always in need of new employees who are dependable professionals with experience in the construction industry. We are seeking safety conscious individuals who have a positive, can-do attitude, work well with others, and want to advance their careers. Join the P&J team today and become a valued member of our company.

Responsibilities

• Issue field purchase orders, collect and match delivery tickets, obtain proper approvals, and adhere to monthly closing deadlines for Accounts Payable.
• Manage the collection of timecards, ensure appropriate approvals, and meet payroll processing deadlines for Payroll.
• Collect receipts, ensure proper coding in Expense Track, and adhere to monthly closing deadlines for Credit Card Management.
• Assist new employees with completing employment packages, verify documents, ensure completeness of packages, and meet deadlines for submitting information to payroll and human resources for Human Resources Support.
• Answer and transfer phone calls, take notes and messages, manage meeting minutes, maintain general inventory, handle post office runs, oversee dish and maintenance requests, order supplies, and manage career fair enrollments for General Office Duties.
• Assist with project hotel and vendor scouting, order report books and safety gear, and handle IT equipment/credit card requests for field personnel.

Requirements

• Strong organizational skills with the ability to manage multiple tasks and to-do lists simultaneously.
• Proficiency in Microsoft Excel, Outlook, and other basic computer applications.
• Effective and thorough communication skills.
• Ability to lift objects up to 20 pounds on a non-routine basis and practice good ergonomic principles.
• Valid driver's license with a good driving record to operate a company-owned or leased vehicle.

Nice-to-haves

• College degree preferred.
• Previous office coordination experience preferred.
• Experience in the construction industry is a plus but not required.

Benefits

• Candidates that accept an offer of employment are required to undergo and successfully complete a pre-employment physical examination. This exam is essential to ensure that all potential employees meet the necessary health and fitness standards for the role. The examination includes a series of tests and evaluations conducted by a certified medical professional to assess overall physical health, identify any potential medical conditions that could interfere with job performance, and verify that the candidate is capable of safely performing the essential duties of the position. Completion and clearance of this physical are mandatory steps in the hiring process.