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Office Administrator - 52K

Construction company is seeking a full-time office administrator/coordinator for our on-site location in Charlotte, NC. The role includes administrative and coordination tasks related to operations management, billing, compliance, and project management support. The ideal candidate is experienced, organized, and has exceptional communication skills.

General Responsibilities:

• Manage General Office activities
• Maintain high standards in office presentation and office equipment performance.
• Answer phones, record messages, and respond to inquiries when appropriate.
• Respond directly to all email inquiries or forward messages to relevant staff.
• Receive, sort mail, and sign for deliveries.
• Purchase office supplies, postage and groceries.
• Run errands as needed.
• Manage administrative details
• Report directly to the Company President of Operations.
• Function as the personal assistant to Company President, including managing his calendar, scheduling meetings, and drafting letters and memos.
• Cooperate with and assist Sr. and Jr. PMs with change orders/ bids.
• Create and vet office standard operating procedures, maintain all record-keeping systems, files and filing systems.
• Control the corporate communications network, to include coordinating with jobsite personnel, client calls and inquiries, trade (sub)contractors, and/or Sr. PM and Jr. PM.
• Operate the corporate database including data-input, running general reports and maintaining data quality with regular backups and restores.
• Perform notary of the public duties for relevant office documents.
• Manage along insurance agent all audits and insurance related task

III. Project coordinator duties

• Ability to travel to job sites to check for quality control and project progress.
• Create project schedules that include ordering materials.
• Process contracts and change orders for project managers, as well as monitoring vendor files such as W9 & COI.
• Monitor and register in-house crew hours (through Quickbooks timesheets), and monitor vendor hourly projects.
• Create estimates to be submitted to management in order to process invoicing.
• Ensure that each crew has the tools needed to meet project milestones, including monitoring the shop equipment for repairs.
• Assist in documenting project phases, including creating updates on operating softwares.
• Process new projects on operating softwares and link project documents, receipts, pictures, etc.
• Process lodging reservations as necessary.
• Monitor auto maintenance as necessary.
• Work with field personnel to handle project issues as they arise.
• Build a strong team by cultivating relationships between each crew and illustrating how individual team members affect the success of the entire project.
• Ability to work under pressure and coordinate multiple activities and groups of people who need to cooperate to achieve maximum efficiency.

Knowledge, Skills and Abilities:

• Strong written and oral communication skills.
• Strong interpersonal skills.
• Strong negotiation skills.
• Computer skills with an emphasis on navigating Microsoft Office programs, Google Drive, PROCORE and Buildertrend software.
• Financial and job cost knowledge.
• Bilingual preferred.

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