Office Administrator

Office Administrator

The Office Administrator serves as a central support function within the organization, combining responsibilities typically associated with a receptionist, office manager, executive assistant, and accounting assistant. This role acts as the first point of contact for visitors, vendors, subcontractors, and callers while providing comprehensive administrative, clerical, and operational support to leadership and the accounting team. The Office Administrator manages front desk operations, coordinates schedules and meetings, maintains office organization, oversees office supplies and daily team lunches, manages physical and electronic files, and supports accounting-related administrative processes, particularly around subcontractor documentation and check release.

The position is ideal for a bilingual professional who enjoys wearing multiple hats, thrives in a fast-paced environment, and takes pride in supporting overall office efficiency.

Responsibilities include:

• Serving as the first point of contact for visitors, vendors, subcontractors, and callers, providing a professional and welcoming front desk presence.
• Managing front desk operations, including answering phones, directing calls, greeting guests, and coordinating visitor access.
• Providing administrative and clerical support to leadership and the accounting team, ensuring timely and accurate completion of tasks.
• Coordinating schedules, meetings, and appointments for leadership and key team members, including calendar management and meeting logistics.
• Maintaining overall office organization, including managing common areas, conference rooms, and general office tidiness.
• Overseeing office supply management by monitoring inventory, placing orders, and coordinating with vendors to ensure adequate stock.
• Coordinating and managing daily team lunches, including ordering, pickup coordination, and occasional local errands as needed.
• Managing physical and electronic filing systems, ensuring documents are organized, up to date, and easily accessible.
• Assisting with accounting-related administrative functions in support of the accounting and finance teams.
• Supporting subcontractor check release processes by verifying required documentation, including lien waivers, insurance certificates, W-9s, and other compliance documents prior to distribution.
• Reviewing and verifying documentation for accuracy and completeness, maintaining detailed and organized records.
• Supporting leadership with executive-level administrative tasks, such as correspondence, document preparation, and follow-up activities.
• Coordinating with vendors and service providers for office-related needs, including maintenance, supplies, and services.
• Handling confidential information with discretion and maintaining a high level of professionalism in all interactions.
• Collaborating with colleagues across multiple functions to support a busy, fast-paced office environment and assist where needed.
• Performing light office-related physical tasks, including lifting up to 25 pounds occasionally, such as moving supplies or organizing files.
• Using Microsoft Office Suite and general computer systems to create, edit, and manage documents, spreadsheets, emails, and records.
• Communicating effectively in both English and Spanish with internal and external stakeholders, ensuring clear and accurate information exchange.

Essential skills include:

• Fluent bilingual communication in English and Spanish (non-negotiable).
• Experience in a receptionist, office administrator, office manager, or administrative support role.
• Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel.
• Strong attention to detail and organizational skills, with a focus on accurate documentation and record…