Office Administrator

Job Description

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

• Answer incoming calls to take in new jobs, answer questions, take messages
  
  

and connect customers and vendors with the appropriate staff member.

• Participate in the accounts receivable process including following up with clients
  
  

on unpaid invoices, preparing lien statements and court filings.

VENDOR MANAGEMENT

• Maintain subcontractor and vendor files to validate compliance with company
  
  

requirements.

• Assist with the administrative onboarding of all new subcontractors and
  
  

vendors.

• 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

• Assist with on-boarding new employees.
• 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

• Maintaining organized online filing systems.
• Support with office needs to keep office running smoothly including such tasks
  
  

as managing “house rules”, managing cleaners, maintenance requests, utilities

and office supplies.

• Maintain vehicle trackers to ensure current with registrations, schedule
  
  

maintenance, insurance, drivers, etc.

• Greet office visitors.
• Manage office email and mail to ensure accurate filings and communicate
  
  

necessary required action to the appropriate personnel.

Other

• Participate in on-going problem solving and practicing continuous improvement
  
  

of the team and the company.

• 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.

• Complete other projects requested by your supervisor or the leadership team.
• Participate in marketing and business development as the need arises.