Office Manager / Administrative Assistant Job at Construction Company in Philade

We are a specialty contractor. This position requires excellent communication skills, customer service, and interaction with our online tools for scheduling and reporting. We are currently seeking individuals who are passionate about organization and helping the company grow sustainably. This is a fast-paced work environment in a rapidly growing company.

Overview

The Administrative Assistant provides comprehensive administrative support to the firm, serving as a key coordinator between field operations, project management, and office administration. Applicants should possess an eye for detail, strong organizational skills, professionalism, and a willingness to learn.

Job Responsibilities - Office Management

· Manage all front office operations

· Maintain office supplies inventory and order supplies as needed

· Coordinate office and shop maintenance and repairs

· Track and coordinate all vehicle and equipment maintenance and repairs

· Assist in scheduling appointments and other work-related items

· Track and renew licenses and certifications

· Organize and maintain digital and physical data and filing systems

Job Responsibilities - HR Support

· Maintain confidential employee files and HR documentation

· Process new hire paperwork and coordinate onboarding schedules

· Track employee certifications and training requirements

· Assist with benefits administration and enrollment

· Maintain employee attendance records and time-off requests

· Help coordinate company events and team-building activities

· Assist with workplace safety compliance documentation

· Support annual performance review process

· Track and maintain OSHA compliance records

· Assist with workers' compensation documentation

· Help coordinate required safety training sessions

· Maintain workplace policies and procedures manual

Job Responsibilities - Project Assistance

· Organize and file data to support construction and maintenance teams

· Maintain project documentation, including permits, contracts, and certificates

· Process and file contracts and change orders

· Assist with document preparation, filing, and record keeping

Job Responsibilities - Finance Assistance

· AP/AR support

· Payroll support

· Review and process reimbursements and receipts

· Assist in preparing budgets

· Assist in preparing reports

Job Qualifications

· 5+ years administrative assistance and/or office management, preferably in construction or related industry

· Proficient in Microsoft Office Suite (Word, Excel, Outlook)

· Experience with construction management software preferred

· Strong organizational and multitasking abilities

· Excellent written and verbal communication skills

· Detail-oriented with strong problem-solving abilities

· Knowledge of basic HR practices and procedures

· Understanding of confidentiality requirements and protocols

· Experience with QuickBooks Online

Physical Demands

During the process of work the employee may be required to sit; climb stairs; stoop, kneel, crouch or crawl; articulate hands and fingers. The employee must frequently lift and/or move up to 25 pounds.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

We are an Equal Opportunity Employer. We value diversity and are committed to creating an inclusive environment for all employees.