Office Administrator

Position Summary:

The Office Administrator provides day-to-day administrative and operational support at the branch level, ensuring smooth coordination between field crews, branch leadership, and the shared services teams (Accounting, HR, IT). This role supports office efficiency, assists with basic financial and HR tasks, and serves as a central point of contact for employees, vendors, and customers at the local level.

Key Responsibilities:
1) Administrative Support

• Serve as the first point of contact for branch visitors, phone calls, and inquiries.
• Manage office supplies, scheduling, and general office upkeep to ensure an efficient work environment.
• Assist the Branch Administrator with document preparation, data entry, and filing (both physical and digital).
• Coordinate branch-level communications (bulletins, safety meetings, updates).

2) Accounting & Financial Coordination

• Assist with AP/AR processes: collecting invoices, supporting customer billing, and coordinating with shared services accounting.
• Help maintain branch-level records for expenses, mileage logs, and petty cash transactions.
• Support job costing inputs by collecting field data on labor and materials for Aspire system entry.

3) HR & Employee Support

• Coordinate new hire onboarding at the branch (paperwork, uniforms, equipment issuance).
• Assist with timecard collection and verification for hourly and seasonal employees.
• Support employee engagement initiatives (recognition programs, branch events).
• Ensure compliance with HR policies and safety protocols at the local level.

4) Operations Support

• Provide scheduling and coordination assistance for crew dispatching and job site tracking.
• Act as liaison between branch field managers and shared services teams for IT tickets, payroll questions, and benefit inquiries.
• Assist with fleet and equipment tracking (check-in/out logs, maintenance notifications).

5) Other duties as assigned

Qualifications:

• Associate’s degree or equivalent administrative experience; Bachelor’s preferred.
• Basic understanding of accounting (AP/AR), payroll processes, and HR onboarding.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities in a fast-paced environment.
• Proficiency in Microsoft Office and familiarity with ERP or job costing systems (Aspire preferred).
• Excellent interpersonal skills with ability to interact effectively with employees at all levels.