Administrative Coordinator

Benefits

• 6 Paid Holidays
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development

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.

• 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 elevate matters as needed to ensure smooth operations.

• 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.

• 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  to ensure they are being thoroughly and accurately inputted and assigned to the right approver.

• Assist with on-boarding new employees.
• Orient 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.

• Maintain 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.

• Participate in ongoing 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.