Benefits:
Health insurance
Opportunity for advancement
Paid time off
Training & development
Position Overview: As an Office Administrator, you will play a key role in maintaining the efficiency of our office environment. You will handle a variety of administrative tasks, support team members, and contribute to a positive and productive work atmosphere.
Key Responsibilities: ● Administrative Support: Manage and coordinate office activities, including scheduling meetings, handling correspondence, and preparing reports. ● Office Management: Oversee office supplies and inventory, ensure equipment is in good working condition, and maintain a clean and organized workspace. ● Communication: Serve as the primary point of contact for internal and external communications, including answering phones, managing emails, and greeting visitors. ● Document Management: Assist in filing, data entry, and document preparation, ensuring accuracy and confidentiality. ● Vendor Support: Maintain vendor files and compliance with company policies and procedures. ● HR Support: Help with onboarding new employees and coordinating staff events. ● Problem-Solving: Address and resolve administrative issues and escalate matters as needed to ensure smooth operations.
Detailed Duties Include: CUSTOMER SERVICE o Answer incoming calls to take in new jobs, answer questions, take messages and connect customers and vendors with the appropriate staff member. o Participate in the accounts receivable process including following up with clients on unpaid invoices, preparing lien statements and court filings.
VENDOR MANAGEMENT o Maintain subcontractor and vendor files to validate compliance with company requirements. o Assist with the administrative onboarding of all new subcontractors and vendors. o Manage the input process of vendor invoices through Bill.com to ensure they are being thoroughly and accurately inputted and assigned to the right approver.
NEW EMPLOYEES o Assist with on-boarding new employees. o Orienting new employees to the organization with such tasks as setting up designated log-ins, workstation, email address, issuing their company provided equipment and making them feel welcomed.
OFFICE MANAGEMENT o Maintaining organized online filing systems. o Support with office needs to keep office running smoothly including such tasks as managing “house rules”, managing cleaners, maintenance requests, utilities and office supplies. o Maintain vehicle trackers to ensure current with registrations, schedule maintenance, insurance, drivers, etc. o Greet office visitors. o Manage office email and mail to ensure accurate filings and communicate necessary required action to the appropriate personnel.
OTHER o Participate in on-going problem solving and practicing continuous improvement of the team and the company. o Participate in Haven Builders social events, Goal Setting and Review, All Team Meetings and as many other opportunities as possible to engage with the rest of the team. o Complete other projects requested by your supervisor or the leadership team. o Participate in marketing and business development as the need arises.