Office Administrator

Job Description

Job Description

Job Title: Office Administrator

Job Type: Full-time

Location: Mobile, AL

Job Summary:

Our client is seeking a highly organized and dependable Office Administrator to support the daily operations of their construction office. This individual will serve as the first point of contact for visitors and callers while providing administrative, accounting, purchasing, and office management support. The ideal candidate is detail-oriented, able to prioritize multiple responsibilities, and enjoys working in a fast-paced team environment.

Responsibilities:

Office Administration

• Serve as the primary receptionist by answering and directing incoming phone calls and greeting visitors.
• Receive, date stamp, sort, and distribute incoming mail and packages.
• Prepare outgoing shipments using USPS, UPS, and FedEx.
• Pick up and deliver mail daily.
• Coordinate office maintenance and schedule repairs as needed.
• Run company errands, including office supply and miscellaneous purchases.
• Maintain office organization, kitchen, breakroom, and common areas.
• Restock office, janitorial, and breakroom supplies.
• Maintain inventory of office supplies and coordinate purchasing while comparing pricing from vendors.
• Maintain annual office supply inventory for audit purposes.

Purchasing & Office Support

• Order office supplies, paper products, snacks, beverages, and superintendent supplies.
• Order shipping supplies and postage machine materials.
• Provide purchase order numbers to field personnel as requested.
• Coordinate submittal pickups with vendors and subcontractors.

Human Resources Administration

• Assist with employment applications for walk-in applicants.
• Prepare new hire onboarding packets and verify all required documentation is complete.
• Copy identification documents and organize employment records.
• Coordinate pre-employment orientation and drug/alcohol testing.
• Maintain and update employment packet forms annually.
• Assist with recruitment advertisements as needed.

Accounts Payable Support

• Date stamp and code invoices for job costing and general ledger allocation.
• Match invoices with purchase orders and delivery tickets.
• Communicate with vendors and field personnel to obtain missing documentation.
• Assist with monthly statement reconciliations and invoice research.
• Monitor tax-exempt purchases and request vendor credits when applicable.
• File accounts payable documentation and maintain organized vendor records.
• Assist with credit applications and vendor account maintenance.
• Support monthly accounts payable processing and job costing activities.

Records Management

• Maintain active and archived company files.
• Prepare annual archive boxes for off-site storage.
• Coordinate document retrieval and destruction with the records management vendor.
• Update file organization systems and archive databases.

Qualifications:

• High school diploma or GED required; Associate's degree preferred.
• 3+ years of administrative or office management experience, preferably within construction, engineering, or a related industry.
• Experience supporting Accounts Payable, purchasing, or accounting functions preferred.
• Proficient with Microsoft Office, including Outlook, Word, and Excel.
• Strong organizational skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities while meeting deadlines.
• Professional customer service and interpersonal skills.
• Valid driver's license with the ability to run occasional company errands.