Office Administrator

Job OverviewThe Office Administrator/Coordinator is responsible for ensuring the smooth functioning of daily administrative operations in our fast-paced environment. This role supports the management team, facilitates project coordination, and ensures compliance with organizational and industry standards.Key ResponsibilitiesAdministrative support to ALL departments and any other duties as assigned by management including but not limited to:Manage office operations, including scheduling meetings, organizing files, and maintaining office supplies.Draft, review, and distribute office-related correspondence, such as letters, memos, and emails. Maintain records of permits, certifications, and safety documentation in compliance with construction and engineering regulations.Ensure adherence to company policies, safety standards, and regulatory requirements.Support audits by organizing and providing required documentation.Support licensing efforts through communication with local licensing bodies.Manage and maintain state licensing requirements.File legal documents with the court, government agencies, and opposing counsel.Prepare legal notebooks and exhibits for litigation.Assist with budget tracking, invoicing, and expense reporting and ensure timely delivery of goods and services. Coordinate onboarding of new staff, including arranging IT setup, safety training, and documentation.Organize team-building activities, training sessions, and safety briefings.Handle general office management tasks, including scheduling maintenance and repairs with building owner representative.Required Skills and QualificationsExperience3+ years in an administrative or coordination role, preferably in an engineering or construction environment.Technical SkillsProficiency in Microsoft Office Suite, project management tools (e.g., MS Project, Primavera, or Procore), and familiarity with ERP systems.Soft SkillsExcellent organizational, communication, and multitasking abilities; attention to detail; and problem-solving skills.KnowledgeUnderstanding of construction terminology, project lifecycles, and compliance requirements.Work EnvironmentOffice-based - Requires the ability to manage multiple tasks in a dynamic and deadline-driven environment.

Created: 2025-03-06