Office Administrator

Office Administrator / Administrative Assistant

Pay Range: $26-30/hour

Summary

The Office Administrator / Administrative Assistant plays a key role in supporting day‑to‑day office operations. This position combines administrative support and office coordination responsibilities, ensuring the office runs efficiently and professionally.

This role requires the ability to work independently, stay organized, and communicate effectively with both internal team members and external partners.

Office & Front Desk Support

• Answer incoming calls, route them appropriately, and take messages when needed
• Greet and assist visitors in a professional manner
• Support communications such as phone calls, conference calls, and Teams meetings
• Maintain office phone systems and contact lists
• Keep reception and common areas clean, organized, and presentable

Administrative Support

• Prepare, proofread, and finalize documents such as letters and meeting notes
• Manage incoming and outgoing mail and packages
• Maintain organized electronic and paper filing systems
• Order and manage office supplies and equipment

Project & Construction Support

• Assist Project Managers with setting up and organizing project documentation
• Create and maintain project files (both electronic and physical)
• Process equipment transfers and weekly costs reports
• Process purchase orders, subcontracts, and change orders
• Help prepare bid documents, including forms, bonds, and signatures
• Assist with bid invitations and communications with subcontractors

Accounting & Payroll Support

• Enter payroll data and review time records for field employees
• Process invoices, match them to receipts, and enter them into systems
• Assist with client billing and required documentation
• Track and collect certified payroll reports from subcontractors

Compliance & Documentation

• Request and maintain subcontractor insurance and workers’ compensation certificates
• Assist with project closeout documentation (manuals, waivers, and drawings)
• Help maintain contractor registrations and certifications
• Ensure required forms and compliance documents are completed accurately

General Office Coordination

• Run occasional office errands (banking, supplies, deliveries)
• Maintain office records, including jobsite and contact information
• Support company events and seasonal activities
• Manage petty cash and assist with general office tracking needs
• Perform additional duties as needed to support the team

Qualifications & Skills

• Strong communication and organizational skills
• Ability to manage multiple tasks and priorities independently
• Proficiency in Microsoft Office (Word and Excel)
• Basic understanding of accounting and invoicing processes
• Comfortable working with office equipment and technology
• Attention to detail

• Competitive Salary
• ESOP - Telamon is 100% Employee-Owned.
• 401k – With company match
• Paid Vacation and Holidays
• Medical and Dental Benefits