Jobsite Administrator

Jobsite Administrator – HENSEL PHELPS

2 days ago – Be among the first 25 applicants

The Jobsite Administrator is responsible for a variety of administrative and clerical duties to support daily office operations for multiple departments and projects across the region. This individual is a service‑oriented team member who can take initiative, work independently, and adapt quickly in a fast‑paced work environment.

• Associate degree preferred.
• 2+ years administrative experience.
• Comprehensive proficiency in current version of Microsoft Word, Excel, and Outlook.
• Excellent oral and written communication skills; customer service oriented.
• Collaborative, innovative, and quick learner.
• Great attention to detail, organized, and ability to multitask.
• Certification of Notary or Notary Certificate (acquired within 60 days of hire).

• Greet visitors/industry partners and help with check‑in via visitor management system.
• Answer the central phone line and direct incoming calls to appropriate personnel.
• Provide administrative support to office executives, Estimating Department, Marketing Department, Operations Department, and the operational needs of the region overall.
• Manage and update the jobsite calendar with company‑wide events and meetings and project inspections.
• Oversee conference room scheduling; schedule and coordinate food and beverages for meetings as needed.
• Compose and manage routine correspondence to all levels of personnel, including distributions to trade partners.
• Maintain office machines, equipment, and supplies by conducting regular inventory checks, ordering supplies, and scheduling routine service appointments.
• Submit payroll weekly for all office personnel and process weekly invoices.
• Archiving of project documentation via project management software.
• Check and distribute mail daily.
• Coordinate building security access and parking for all office personnel and process badging and renewals for federal base access and maintain region‑wide badging spreadsheet.
• Schedule travel arrangements and hotel accommodations for executives and other employees (as needed) and assist with planning of special events.
• Oversee company fleet by keeping vehicle registration, safety inspection, and insurance up to date. Track vehicle location and transfers via equipment spreadsheet.
• Responsible for helping with the New Hire onboarding via UKG Onboarding.

• Light Work. Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently.
• The individual in this position will periodically walk, kneel, sit, crouch, reach, stoop, read/see, speak, push, pull, lift, stand, and finger/type.
• Walking – The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, boxes, cabinets, etc.
• Constantly operates a computer and other office machinery, such as a calculator, copy machine, phone, computer, and computer printer.
• The person in this position frequently communicates with employees and external stakeholders regarding a variety of topics related to office administration.
• Constantly computes, analyzes, and conceptualizes mathematical calculations and formulas.
• Constantly reads written communications and views email submissions.
• The person in this position regularly sits in a stationary position in front of a computer screen.
• Visual acuity and ability to operate a vehicle as certified and appropriate.
• Rarely exposed to high and low temperatures.
• Rarely exposed to noisy environments and outdoor elements such as precipitation and wind.

HENSEL PHELPS provides generous benefits for our full‑time employees. This position is eligible for company‑paid medical insurance, life insurance, accidental death & dismemberment, long‑term disability, 401(k) retirement plan, and our employee assistance program (EAP). HENSEL PHELPS also believes in the importance of taking time to recharge. As a result, employees are eligible for paid time off beginning upon hire.

HENSEL PHELPS is an equal opportunity employer. HENSEL PHELPS is committed to engaging in…