Office Administrator

Job Title:

Office Administrator

Job Description

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

+ Serve as the first point of contact for visitors, vendors, subcontractors, and callers, providing a professional and welcoming front desk presence.

+ Manage front desk operations, including answering phones, directing calls, greeting guests, and coordinating visitor access.

+ Provide administrative and clerical support to leadership and the accounting team, ensuring timely and accurate completion of tasks.

+ Coordinate schedules, meetings, and appointments for leadership and key team members, including calendar management and meeting logistics.

+ Maintain overall office organization, including managing common areas, conference rooms, and general office tidiness.

+ Oversee office supply management by monitoring inventory, placing orders, and coordinating with vendors to ensure adequate stock.

+ Coordinate and manage daily team lunches, including ordering, pickup coordination, and occasional local errands as needed.

+ Manage physical and electronic filing systems, ensuring documents are organized, up to date, and easily accessible.

+ Assist with accounting-related administrative functions in support of the accounting and finance teams.

+ Support subcontractor check release processes by verifying required documentation, including lien waivers, insurance certificates, W-9s, and other compliance documents prior to distribution.

+ Review and verify documentation for accuracy and completeness, maintaining detailed and organized records.

+ Support leadership with executive-level administrative tasks, such as correspondence, document preparation, and follow-up activities.

+ Coordinate with vendors and service providers for office-related needs, including maintenance, supplies, and services.

+ Handle confidential information with discretion and maintain a high level of professionalism in all interactions.

+ Collaborate with colleagues across multiple functions to support a busy, fast-paced office environment and assist where needed.

+ Perform light office-related physical tasks, including lifting up to 25 pounds occasionally, such as moving supplies or organizing files.

+ Use Microsoft Office Suite and general computer systems to create, edit, and manage documents, spreadsheets, emails, and records.

+ Communicate effectively in both English and Spanish with internal and external stakeholders, ensuring clear and accurate information exchange.

Essential Skills

+ 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 maintenance.

+ Ability to verify documents and maintain organized records for subcontractors and other stakeholders.

+ Ability to thrive in a fast-paced environment without becoming overwhelmed.

+ Professional verbal and written communication skills.

+ Strong customer service orientation and ability to interact effectively with visitors, vendors, subcontractors, and internal personnel.

+ Ability to handle confidential information with discretion.

+ Ability to lift up to 25 pounds occasionally and perform light office-related physical tasks.

+ Valid driver's license for occasional local errands and lunch pick-up coordination.

+ 24 years of administrative, office management, or accounting support experience.

+ Experience supporting accounting and finance…