Office Administrator

Job Summary

We are seeking a highly organized and detail-oriented Office Administrator & Department Support Coordinator to provide comprehensive administrative support across multiple departments within our construction company. This position plays a key role in maintaining efficient office operations, assisting HR and Safety functions, and supporting internal teams as needed.

The ideal candidate will be proactive, professional, and capable of managing competing priorities from various departments while maintaining accuracy, confidentiality, and exceptional service standards.

Supervisory Responsibilities

- None

Duties/ Responsibilities

Administrative Support

- Answer and direct incoming phone calls in a courteous and professional manner.

- Greet and assist walk-in vendors, visitors, and guests.

- Maintain office supplies and equipment, ensuring smooth daily operations.

- Coordinate service and maintenance for office equipment and common areas.

- Schedule meeting rooms and coordinate logistics for traveling crews and company events.

- Provide administrative assistance to departments across the organization as needed.

HR & Accounting Support

- Assist with employee onboarding, documentation, and translation support.

- Prepare and distribute new-hire materials, including iPad setup and account activation.

- Provide additional HR support as needed

- Perform light accounting tasks such as data entry or reconciliation support.

Safety & Operations Support

- Serve as translation support for Safety and HR teams to ensure clear communication across languages.

- Assist in organizing and maintaining safety records, meeting notes, and related documentation.

Event & Facilities Coordination

- Assist with planning and execution of office events, training sessions, and company gatherings.

- Oversee kitchen organization, cleanliness, and supply replenishment.

Qualifications

- Minimum 2-3 years of administrative experience, preferably in a construction, industrial, or corporate environment.

- Proven ability to manage and prioritize multiple tasks coming from different departments and managers.

- Strong organizational, problem-solving, and communication skills.

- Bilingual (English/Spanish) required.

- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams) and general office technology.

- High level of professionalism, discretion, and attention to detail.

- Ability to work both independently and collaboratively in a dynamic environment.

Reports To

CFO