Office Administrator

Job Details

Job Location:

GB GROUP MH – Morgan Hill, CA 95037

Position Type:
Full Time

Education Level: 4 Year Degree

Salary Range: $85,000.00 - $95,000.00

Travel Percentage:
Up to 25%

• Provide high‑level administrative support to internal leadership, including drafting correspondence, letters, emails, and internal communications.
• Manage internal leadership calendars, schedule and confirm meetings, proactively resolve scheduling conflicts, and coordinate logistics between field supervisors and internal leadership.
• Arrange travel and accommodations for internal leadership business trips, including itinerary preparation and on‑trip support as needed.
• Provide support and training to office and field staff as requested by internal leadership.

• Maintain accurate and organized operational records supporting office activity — including briefing documentation, field correspondence, project‑related administrative files, and operational logs.
• Coordinate with the internal payroll team to ensure timely submission of required records, crew updates, and administrative documentation in accordance with established processing deadlines.
• Prepare and maintain operational tracking logs — including crew readiness and briefing completion status — as directed by internal leadership; flag incomplete, outdated, or time‑sensitive items to the appropriate supervisor for immediate resolution.
• Prepare and distribute operational and administrative reports and materials for internal leadership reviews as directed.

• Coordinate and facilitate bi‑weekly operations briefing sessions for incoming field and office staff — serving as the primary presenter for operational expectations, scheduling procedures, job site processes, and day‑to‑day procedures.
• Prepare, maintain, and update operations briefing materials, field reference guides, and operational process overviews to ensure content remains current and accurate.
• Provide hands‑on systems support during briefing sessions — walking incoming staff through timekeeping platforms and application setup.
• Coordinate with Project Managers to ensure incoming field staff are briefed on job‑specific procedures and crew assignments relevant to their deployment.
• Coordinate with the Safety team to confirm safety training is scheduled and completed as part of the overall crew readiness sequence prior to field deployment.
• Process crew setup forms and required system entries as directed by internal leadership to ensure accurate records prior to the first work cycle.
• Serve as a reliable operational point of contact for field supervisors on routine processes, documentation deadlines, and resource routing — directing each matter to the correct team promptly.
• Communicate process updates, deadline reminders, and required action items to field supervisors on behalf of internal leadership.
• Route administrative requests through the appropriate corporate channels in accordance with established procedures.

• Maintain overall organization and oversight of IT operations in coordination with the corporate IT department.
• Manage special IT projects including coordination of software rollouts, system updates, and technology transitions.
• Communicate IT‑related correspondence and updates to end users as needed.
• Maintain a minimal stock of IT device inventory to avoid delays when new equipment is needed; maintain organization of IT inventory in coordination with the IT team.
• Support incoming staff with IT device setup, equipment orientation, and hardware access during their first days at the office.
• Participate in IT meetings at regular intervals and coordinate with Valcourt’s corporate IT department to ensure alignment on processes and standards.

• Coordinate the Life Events Program in collaboration with internal leadership — managing logistics, communications, and recognition for significant crew milestones including work anniversaries and designated achievements.
• Plan and coordinate internal events — including facility arrangements, catering, and logistics — in collaboration with the committee for office and corporate‑level activities.
• Support special projects and operational initiatives as assigned by internal leadership.

• Minimum of 4 years of administrative experience, preferably in a construction, commercial services, or field‑based operational environment.
• Bilingual (Spanish) is preferred.
• Ability to manage project workflow and multiple operational priorities without close oversight.
• Proficiency in Microsoft Office Suite and Teams.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.