Office Administrator

The Office Administrator reports directly to the Project Manager and is responsible for providing administrative support to a busy construction project team while working on-site. The Office Administrator will be a team player with a positive attitude and possess the desire to learn new things in a fast‑paced environment.

The position holds a wide variety of responsibilities that include, but are not limited to:

• Provide administrative support to the Project Manager, General Superintendent, Safety Department, and project team.
• Facilitate the new hire paperwork process for all new hires, audit paperwork for accuracy, scan and email paperwork to Human Resources and Payroll, schedule pre‑employment physicals, drug screens, required new hire trainings, and track for completion.
• Maintain project filing system, as well as monitor and enforce proper usage.
• Schedule, plan and prepare for project meetings, including organizing lunches.
• Process incoming and outgoing mail and courier pickups and deliveries.
• Make copies, scan documents, maintain office supplies, and manage distribution.
• Assist with tracking and recording payroll records; perform transactional data entry with a high degree of accuracy.
• Review invoices for accuracy, code for payment, and send to AP Administrator in a timely manner for payment.
• Answer phones, screen calls, and take/relay messages, greet and direct all visitors.
• Interact in person, via phone and correspondence with Project Team members, Client/Owners, owner’s representatives, subcontractors, suppliers, vendors, and regulatory and municipal entities to request or provide information.
• All other duties as assigned.

• High School diploma or equivalent (GED) required.
• Minimum 1‑2 years project or construction administration experience required.
• Experience working in the construction industry is strongly preferred.
• Computer literacy with proficiency in Microsoft Office is required, including Word, Excel, Outlook, and Internet Explorer.
• Fluency in Spanish is highly desirable.
• Strong attention to detail and ability to manage tight deadlines.
• Self‑motivated and can take direction and run with it.
• Sensitivity towards confidential information.
• Strong sense of customer service and follow‑through.
• Ability to identify and resolve problems in a timely manner, analyzing data and developing creative, resourceful solutions.
• Excellent verbal and written communication, time management, and organizational skills.
• Ability to thrive in a fast‑paced, dynamic environment with shifting priorities. Flexible, proactive and responsive.

Physical Demands and Work Environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel; reach with hands and arms; talk and hear. The employee must frequently lift and/or move up to 25 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

The physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The above statements are intended to describe the general nature and level of work performed by employees assigned to this classification. They are not intended to be a complete list of all responsibilities, duties, and skills required of personnel in this classification. Duties and responsibilities may be added or changed as deemed appropriate by management at any time.

Jay Dee Contractors, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, genetic information, pregnancy, disability, protected veteran status or other characteristics protected by law.