About Us
We are a growing traffic control and roadway safety company serving Northern California. We are looking for a highly organized, dependable, and detail-oriented Office Administrator / Operations Coordinator to oversee the day-to-day administrative functions of our office. This position plays a vital role in supporting accounting, human resources, fleet management, payroll compliance, and overall business operations.
The ideal candidate is proactive, takes ownership of their work, communicates professionally, and enjoys keeping systems organized and efficient.
Key ResponsibilitiesAccounting & Financial Administration
- Process customer invoices accurately and promptly
- Track outstanding accounts receivable and monitor aging reports
- Receive and record customer payments
- Contact customers regarding outstanding balances and payment status
- Pay company bills and maintain accounts payable records
- Organize vendor invoices and payment documentation
- Assist with monthly financial reporting and account reconciliation
Human Resources & Employee Administration
- Coordinate new employee onboarding
- Prepare new hire paperwork and employment documents
- Maintain accurate and confidential employee personnel files
- Keep employee records current, including licenses, certifications, and required documentation
- Assist with employee benefit and payroll documentation
- Coordinate employee paperwork for new hires, promotions, and terminations
- Ensure compliance with company policies and employment documentation requirements
Payroll & Compliance
- Review employee timecards for completeness and accuracy
- Verify job coding and hours worked
- Upload Certified Payroll Reports to the California Department of Industrial Relations (DIR)
- Maintain prevailing wage documentation and compliance records
- Organize payroll records and supporting documentation
Fleet & Asset Administration
- Maintain vehicle registration records
- Track fleet maintenance schedules and service history
- Coordinate vehicle registrations, inspections, and renewals
- Maintain equipment and fleet documentation
Operations Support
- Maintain job tracking spreadsheets and project logs
- Prepare field sheets for upcoming projects
- File and organize electronic and paper records
- Maintain accurate customer, vendor, and project files
- Assist management with reports, correspondence, and administrative projects
- Answer phones and provide professional customer service
- Support daily office operations and assist multiple departments as needed
Qualifications
- 3+ years of office administration experience preferred
- Experience with accounts receivable and accounts payable
- Experience onboarding employees and maintaining personnel records
- Strong organizational and multitasking skills
- Excellent written and verbal communication
- High level of accuracy and attention to detail
- Proficient with Microsoft Excel, Outlook, Word, and Adobe Acrobat
- Ability to maintain confidentiality with employee and financial information
- Self-motivated with the ability to prioritize work independently
Preferred Qualifications
- Construction, traffic control, or contracting industry experience
- Certified payroll or prevailing wage reporting experience
- Payroll processing experience
- Fleet administration experience
- QuickBooks or other accounting software experience
What We're Looking For
We're looking for someone who enjoys creating order, solving problems, and keeping an office operating efficiently. The successful candidate will become a trusted resource for accounting, employee administration, compliance, and operational support while helping ensure projects and office functions run smoothly every day.
Benefits
- Competitive hourly pay based on experience
- Paid holidays
- Paid vacation
- Health benefits
- Opportunities for advancement
- Stable, full-time position with a growing company
Pay: $25.00 - $30.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
