Job Description: Front Desk/Office Administrator

Job Description: Front Desk/Office Administrator

Position Overview:

The Front Desk/Office Administrator plays a crucial role in ensuring the smooth day-to-day operations of the construction office. This position involves a wide range of administrative tasks, including expense management, document control, client communication, and general office upkeep. The Administrator serves as a key support figure for both office and field teams, contributing to an efficient and organized workplace.

Key Responsibilities:

Administrative Support:

· Manage incoming phone calls, emails, and mail, ensuring timely and appropriate responses.

· Maintain and update databases and records for personnel, clients, suppliers, and projects.

· Prepare reports, documents, and presentations as requested by management.

· Schedule meetings, manage calendars, and coordinate appointments for office staff.

Expense & Time Management:

· Accurately enter and track expenses in the accounting system.

· Review and process daily logs and time cards from field staff; address any discrepancies and assist with payroll preparation.

Proposal and Client Management:

· Enter proposal details into the system and generate proposal reports for clients.

· Track the status of proposals and conduct follow-ups with clients to ensure proper communication.

· Maintain a detailed record of client interactions, follow-ups, and proposal outcomes.

Document Control:

· Maintain organized and up-to-date project documentation, including reports, change orders, and progress updates.

· Ensure proper filing and archiving of both physical and digital documents.

· Adhere to company procedures for document labeling, dating, and retrieval.

Office Maintenance:

· Ensure the office remains clean, organized, and well-stocked with necessary supplies.

· Monitor and manage inventory of office supplies, placing orders as needed.

Communication & Coordination:

· Act as the primary liaison between office staff and field teams, ensuring clear and timely communication.

· Relay important updates, messages, and project information to relevant personnel.

· Provide general support to colleagues and assist with administrative tasks when required.

Data Entry & Record Keeping:

· Maintain accurate personnel records, including licenses, certifications, and other relevant documentation.

· Update and manage project databases to reflect changes in timelines, budgets, and deliverables.

Compliance & Reporting:

· Ensure all activities comply with company policies and relevant industry regulations.

· Assist in gathering and compiling information for audits, inspections, and management reviews.

· Prepare regular reports, including weekly progress updates and monthly performance summaries.

Required Skills and Competencies:

· Strong organizational and time management skills with the ability to handle multiple tasks.

· Excellent verbal and written communication skills.

· Attention to detail and a commitment to accuracy in all tasks.

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with project management software.

· A proactive approach to problem-solving and assisting colleagues.

· Familiarity with bookkeeping and basic accounting principles.

Work Environment:

The Front Desk/Office Administrator works in a dynamic and professional construction office environment. The role requires flexibility, adaptability, business casual dress, and a collaborative mindset to support a busy and growing team.

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

Schedule:

Ability to Commute:

Ability to Relocate:

Work Location: In person