Office Administrator

About the position

The Office Administrator will provide essential administrative support to ensure seamless daily operations, efficient material management, and compliance with annual renewals and reporting requirements. This role requires strong organizational skills, attention to detail, and the ability to manage multiple responsibilities.

Responsibilities

• Handle daily hotel requests and changes for field employees.
• Organize and confirm hotel bookings for the following week (completed on Fridays).
• Dispatch ready-mix and stone deliveries to job sites.
• Order job site materials as needed.
• Manage weekly inventory orders and generate purchase orders (POs).
• Review and update yearly pricing for materials, rentals, and stone.
• Process daily purchase order (PO) requests.
• Manage accounts payable (AP) and credit card entries.
• Complete month-end AP tasks: Submit fuel reports monthly.
• Track and update work orders and maintenance requests daily.
• Maintain the weekly maintenance schedule for Friday meetings.
• Complete annual updates and renewals to remain compliant with the IRS, DOT, and FMCSA.
• Support daily operations by coordinating tasks and resolving issues promptly.
• Participate in administrative projects and contribute to improving workflows.

Requirements

• Proven administrative experience, preferably in construction or a related industry.
• Strong organizational and multitasking skills.
• Proficiency in Microsoft Office Suite and familiarity with accounting or project management software.
• Excellent communication and problem-solving abilities.
• Ability to work independently and collaborate effectively with cross-functional teams.

Nice-to-haves

• Experience with dispatch coordination and materials ordering.
• Knowledge of AP processes, including credit card reconciliation and invoice management.