Department:
Administration
Reports To:
Director of Administration
Direct Reports:
N/A
FLSA Status:
Non-Exempt
Employment Type:
Full-Time
Work Location:
HQ Office – Concord, CA
Salary Range:
$23.00 - $26.00
POSITION SUMMARY
The Office Administrator plays a central role in supporting Summit Building Services, Inc.’s day-to-day administrative operations, serving as a key point of contact for staff, clients, vendors, and business partners. Reporting to the Director of Administration, this position is responsible for ensuring smooth office and warehouse operations, supporting payroll and HR functions, providing executive assistance to Company leadership, and contributing to staff development and special projects.
This position works closely with the Operations team, Route Supervisors, and field staff to ensure smooth daily operations and accurate recordkeeping, while also serving as a welcoming first point of contact for clients, vendors, and visitors. The ideal candidate is detail-oriented, discreet with confidential information, comfortable juggling multiple priorities, and able to communicate clearly and professionally with employees and clients alike.
KEY RESPONSIBILITIES
Company Image & Client Relations
- Exercise strong interpersonal skills to maintain an outgoing, genuine approach toward all employees, communicating their value as a key part of Company success and positively influencing field employees’ perception of the Company.
- Serve as an example of professionalism and courtesy among office peers.
- Greet and welcome current and prospective clients, vendors, and subcontractor contacts at Main Reception, demonstrating professionalism and reinforcing the value of the business relationship.
- Exercise strong judgment and professionalism in email correspondence and telephone interactions with all business partners.
- Participate as needed in proofreading notices, emails, and other correspondence related to conflict resolution and business partner communication.
Operations, Sales & Financial Support
- Assist and collaborate with Operations Management as needed on a case-by-case basis.
- Maintain current vendor insurance compliance documentation.
- Manage the archive process for denied quotes in coordination with the AR/AP department.
Time Keeping & Payroll
- Serve as primary backup for the Support Systems Administrator (SSA) for time data calculation and entry into WinTeam, including the bi-weekly time data assembly process for payroll.
- Manage paycheck distribution on a bi-weekly basis.
Executive Assistance
- Use strong grammatical and editorial skills to assist the CEO, COO, and Directors with the preparation, presentation, and analysis of reports and proposals as needed.
- Manage logistics for quarterly staff meetings (both online and in-person), including capturing and distributing notes and action items.
- Support Company compliance efforts, including participating in semi-annual meetings with insurance brokers, preparing documents as directed by the CEO and/or COO, and maintaining business license application and renewal procedures.
- Create and maintain the Corporate Calendar in coordination with Company Directors.
Technology Support
- Maintain awareness of technology functionality across all platforms currently in use by the Company.
- Communicate with the remote IT vendor regarding issues, troubleshooting, and upgrades, and assist in resolving problems as needed.
- Serve as the main point of contact for IT vendors and software/hardware suppliers, distributing office tech hardware to end users as applicable.
- Research and present ideas on potential new technology using the Company’s established evaluation process.
- Assist the Support Systems Administrator with the Company cell phone plan, including usage verification, pricing analysis, hardware distribution, line changes, new employee setup, and troubleshooting.
Office & Warehouse Operations
- Assist with tasks related to internet functionality, main power systems, and supplies handling.
- Serve as the liaison between Warehouse and Office functions, maintaining open communication on building security/key FOBs, office space access, staff meeting space preparation, and office, desk, and cabinet key access.
- Oversee Administrative Assistant succession planning to maintain daily readiness for normal business office operations, including phone coverage, equipment and supply inventory (office and kitchen/breakroom), conference room readiness and scheduling, and alarm terminal issue reporting and code management.
Human Resources & Staff Development
- Assist the Company Recruiter/HR as needed with research, development, scheduling, and documentation related to the Learning Management System (LMS).
- Coordinate research and material preparation for the company’s recurring staff communication program, tracking and reporting participation to Recruitment/HR.
- Coordinate with the Company Recruiter and Director of Administration on strategic use of Warehouse and Main Reception TV monitors for public announcements.
- Maintain working relationships with office vendors (printers, office furniture, security, landline phones, hardware services).
- Support personal development opportunities and maintain a clear understanding of how the Office Administrator and Administrative Assistant roles fit into the Company’s administrative succession plans.
Office Staff Oversight
- Oversee the full function of the Administrative Assistant role.
- Participate in the recruitment and onboarding of entry-level office staff employees.
- Draft and conduct 90-day and annual performance reviews for all Office Administrator direct reports.
- Conduct Performance Improvement Plan (PIP) efforts, as needed, under the oversight of HR and/or the Director of Administration.
- Conduct regular meetings with direct reports to support their growth and development.
Special Projects & Event Planning
- Oversee and coordinate planning of annual and bi-annual Company events.
- Collaborate with the Administrative Assistant to coordinate monthly birthday celebrations, team pizza/fruit arrangements, and other staff development efforts as needed.
QUALIFICATIONS
Required
- High school diploma or equivalent; Associate’s degree or relevant coursework a plus.
- 2+ years of administrative, executive assistant, or office management experience.
- Strong interpersonal, written, and verbal communication skills.
- Proficiency with Microsoft Office and general office technology.
- Strong organizational and multitasking skills with the ability to manage competing priorities.
- Ability to maintain confidentiality and exercise discretion with sensitive company and employee information.
Preferred
- Experience with WinTeam or similar workforce management/payroll software.
- Experience supporting payroll, HR, or scheduling functions.
- Experience in the janitorial, facilities services, or commercial services industry.
- Bilingual fluency in English and Spanish.
LEADERSHIP COMPETENCIES
- Professionalism: Represents the Company with courtesy and polish in every interaction.
- Communication: Conveys information clearly and tactfully to staff, clients, and vendors.
- Organization: Keeps multiple workflows, schedules, and records accurate and on track.
- Discretion: Handles confidential HR, payroll, and company information responsibly.
- Initiative: Anticipates needs and proactively resolves issues across office and warehouse operations.
PHYSICAL REQUIREMENTS
- Ability to sit at a desk and use a computer for extended periods.
- Ability to occasionally lift and carry up to 20 lbs. (office supplies, files, packages).
- Ability to use standard office equipment, including computers, phones, copiers, and scanners.
Working Conditions
- Work is performed primarily in an indoor office environment, with occasional time in adjoining warehouse space.
- Standard business hours with occasional flexibility needed to support meetings, payroll deadlines, or company events.
COMPENSATION & BENEFITS
- Competitive pay based on experience and qualifications.
- 401(k) Retirement Plan with company match.
- Medical, dental, and vision insurance options.
- Paid Time Off and company holidays.
- Employee assistance program.
- Referral program bonuses.
- Opportunities for training and advancement within the company.
WORK SCHEDULE
This is a full-time office position with standard business hours, Monday through Friday. Occasional flexibility may be required to support quarterly staff meetings, payroll deadlines, company events, or other operational needs. Overtime, if applicable, is paid in accordance with federal and California law.
BACKGROUND CHECK NOTICE
This position may require a background check in compliance with California law. Criminal history, if any, will be reviewed on an individualized basis and does not automatically disqualify an applicant. If a background check is required, you will be notified and will receive a copy of the background check report and a summary of your rights under California Civil Code Section 1786.22 before any adverse employment decision is made.
CALIFORNIA APPLICANT PRIVACY NOTICE
In compliance with the California Consumer Privacy Act (CCPA), Summit Building Services, Inc. collects and processes personal information from job applicants for employment purposes. The categories of personal information we may collect include identifiers, professional information, education information, and other information you choose to provide. We do not sell personal information. For more information about our privacy practices or to exercise your California privacy rights, please contact our Human Resources department.
EQUAL EMPLOYMENT OPPORTUNITY
The Company provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, veteran status, or any other protected characteristic under federal, state (including California), or local law. The Company complies with all applicable EEO and anti-discrimination laws, including the California Fair Employment and Housing Act (FEHA), and is committed to providing a workplace free of harassment, retaliation, and unlawful treatment. All employment decisions are based on qualifications, merit, and business needs.
This job description is not an employment contract and may be updated as operational needs evolve.
Pay: $23.00 - $26.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Referral program
- Retirement plan
- Vision insurance
Work Location: In person
