Office Administrator

Office Manager / Construction Coordinator

Department: Business Operations
Reports To: CEO/President

Position Summary:

The Office Manager / Construction Coordinator oversees office operations, HR functions, compliance, and construction project support. This role ensures smooth business operations by handling employee administration, company compliance, vendor coordination, and office efficiency.

Essential Duties & Responsibilities

Daily Tasks:

 Office Administration & Communication

• Answer and screen all incoming calls professionally.
• Manage mail, deliveries, and reception duties.
• Maintain office supplies and ensure office cleanliness 
• Deposit customer payments 
• Organize, update and maintain the “N” drive for company and employee records.
• Notary duties and compliance 

 Project & Construction Coordination

• Support Project Managers with job site setup (dumpsters, portlets, plan printing, etc.) 
• Print project plans using the plotter 
• Procure, schedule, or cancel services like dumpsters, portable restrooms, and rental equipment. 

Weekly Tasks:

 HR & Employee Responsibilities

• Time Tracking: Ensure Superintendents submit weekly time reports (1099 & ELM employees) by 11 AM every Monday
• Payroll Support: Ensure all weekly employee checks are printed and distributed (1099 employees).
• PTO Tracking: Maintain accurate PTO records and ensure approvals.
• Employee Records & Compliance:
  • Update and maintain employee files and documentation.
  • Ensure all employees have access to up-to-date policies and handbooks.
  • Keep employment applications printed and ready for applicants.
• New Employee Onboarding:
  • Review and explain company policies, working hours, and procedures.
  • Submit new hire packets to ELM.
• Assist Project Managers and Construction Superintendents in accessing and training for FieldWire 

Monthly Tasks:

 Company Compliance & Operations

• Website Management:
  • Work with third-party vendors to update the company website.
  • Remove outdated content and ensure the website remains visually appealing.
  • Schedule and conduct a monthly review with CEO regarding any necessary changes/updates 
• Social Media Management:
  • Coordinate with Kings Media on creative content ideas and recognition posts.
• Compliance Tracking:
  • Monitor insurance renewals, licensing, and business subscriptions (GoDaddy, software, etc.).
  • Ensure Certificates of Insurance (COIs) are collected and updated for vendor compliance.
  • File COIs for access on renewals 
• Insurance & Audit Preparation:
  • Work with Project Managers and CFO to keep COI records updated throughout the year to streamline annual insurance audits.

 Employee & HR Management

• Conduct monthly reviews of employee records and compliance documentation.
• Ensure PTO tracking and employee retention reports are updated.
• Create useful employee review templates, to establish a company standard. 

Annual & As-Needed Tasks:

 Insurance & Compliance Audits

• Prepare for year-end insurance audits by compiling COIs, vendor payments, and compliance records. This should be done prior to August of each year. 
• Work with Project Managers to ensure all necessary documentation is collected.
• Create a working list of 1099 vendors 

 Office Policy & Employee Handbook Updates

• Review and revise office policies annually or as needed.
• Distribute updated policies and ensure employee acknowledgment.
• Review with Project Managers, CFO, and CEO for any updates not documented or needed 

Qualifications & Skills:

Education & Experience:

• 1-3 years of experience in office management, HR, or construction coordination.
• Experience in construction industry administration is a plus.
• Motivation to learn new tasks or duties unfamiliar to the individual is a must 

Technical Skills:

• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Strong organizational and record-keeping skills.

Soft Skills:

• Excellent communication and time management.
• Detail-oriented and proactive in maintaining compliance and office efficiency.
• Ability to multi-task and work in a fast-paced environment.