Are you the type of person who enjoys bringing order to busy environments, keeping projects on track, and supporting teams behind the scenes? We're looking for a detail-oriented and proactive administrative office coordinator who thrives in a dynamic office setting and enjoys contributing across multiple areas of the business.
This role offers a unique opportunity to work closely with leadership while supporting operations, customer service, accounting, compliance, HR, and marketing initiatives. If you're someone who enjoys variety in your day and takes pride in being the go-to person others rely on, we'd love to connect with you.
Key Responsibilities:
Office & Administrative Support
- Coordinate day-to-day office activities to ensure smooth operations.
- Manage incoming phone calls, emails, and company correspondence.
- Maintain organized electronic and paper filing systems.
- Assist with document preparation, data entry, reporting, and administrative projects.
- Provide support to multiple departments as business needs evolve.
Customer & Client Support
- Serve as a welcoming and professional point of contact for customers and visitors.
- Respond to inquiries promptly and professionally.
- Communicate customer needs and project information to internal teams.
- Help ensure a positive customer experience through effective communication and follow-through.
Compliance & Record Management
- Track bid requests and coordinate follow-up with estimating teams.
- Maintain insurance certificates, W-9 records, and vendor documentation.
- Support DOT file management and employee compliance tracking.
- Monitor third-party compliance portals and reporting requirements.
- Maintain EEO records and assist with compliance-related documentation.
Marketing & Company Branding
- Assist with website updates and social media content management.
- Support digital marketing initiatives, including online advertising campaigns.
- Coordinate marketing materials, promotional efforts, and direct mail campaigns.
- Manage industry memberships, advertising accounts, and business listings.
Accounting Support
Accounts Payable
- Review and organize vendor and subcontractor invoices.
- Assist with invoice tracking and payment documentation.
- Maintain accurate records and spreadsheets.
Accounts Receivable
- Prepare customer statements and billing documentation.
- Assist with payment tracking, deposits, and account reconciliation.
- Support collection and receivable management activities.
Human Resources Administration
- Assist with onboarding and new hire documentation.
- Maintain employee files and HR records.
- Support benefits administration and personnel-related processes.
- Help ensure compliance with company policies and employment regulations.
Qualifications:
- Associate's degree, Bachelor's degree, or equivalent professional experience.
- Previous experience in administrative support, office coordination, construction administration, or a similar role.
- Previous AP experience required
- Strong customer service and communication skills.
- Ability to interact professionally with clients, vendors, employees, and external agencies.
- Advanced Microsoft Office skills, particularly Excel and Outlook.
- Experience with Sage 100 Contractor, Adobe Acrobat, or DocuSign is a plus.
Desired Skills
- Exceptional organization and attention to detail.
- Strong time management and prioritization abilities.
- Ability to manage multiple projects and deadlines simultaneously.
- Problem-solving mindset with sound judgment.
- Team-focused attitude and willingness to support wherever needed.
- Familiarity with contracts, compliance requirements, or construction documentation is beneficial.
- Flexibility to support additional business needs during peak operational periods.
IND1
Pay: $27.00 - $31.00 per hour
Work Location: In person
