Office Administrator

$41,600 - $62,400/Yr

Harvest Rentals - Nipomo, CA

Part-time,Full-time

Nipomo, CA

About the position

The Office Administrator at Phelan Bros. Construction plays a crucial role in supporting the owners and clients by ensuring smooth office operations and delivering exceptional customer service. This position requires a proactive and organized individual with a strong background in construction office management, payroll, and accounts receivable, who thrives in a fast-paced environment and enjoys multitasking.

Responsibilities

• Act as the central point of contact for subcontractor documentation, insurance compliance, and office vendor relations.
• Manage emails, letters, packages, phone calls, and other forms of correspondence.
• Create and update databases and records for financial information, personnel, and other data.
• Oversee accounts receivable/payable with assistance from the company Treasurer, ensuring accurate customer billing and timely collections.
• Process payroll including prevailing wage and workers compensation audits.
• Maintain compliance with local, state, and federal reporting requirements.
• Assist in preparation of annual permits, audits, and certifications.
• Review and enter data from daily tickets for job cost tracking.
• Save and maintain data in the company system.
• Ensure office supplies are maintained, including checking inventory to ensure adequate levels of necessary supplies at all times.
• Coordinate schedules, arrange meetings, distribute memos and reports, and ensure that everyone is kept current on necessary company news and information.
• Maintain multiple vehicle registrations and all required documentation including insurance, heavy tax use permits, and maintenance records.

Requirements

• Experience as an Office Administrator in the construction/trucking industry (preferred but not required).
• Bookkeeping and accounts payable/receivable experience (preferred).
• Knowledge in QuickBooks (preferred).
• Proficiency in Microsoft Office (Word, Excel, Outlook, etc.).
• Strong ability to manage multiple tasks and prioritize effectively.
• Capable of working independently with minimal supervision.

Benefits

• Health insurance
• Paid time off