Office Administrator

Role Overview

Office Administration

• Answer phones, greet visitors, and maintain contact databases for field operations.
• Order uniforms and office supplies, manage building maintenance issues, and handle deliveries and mail.
• Order special documents for sales, superintendents, and project managers.
• Support catering, copier maintenance, reception duties, and special projects.

Purchasing and Accounts Payable

• Prepare and process purchase orders, invoices, and related documents for parts, equipment, and tools.
• Coordinate check requests for items outside the purchase order system.
• Manage tool inventory, including issuing, repairing, and replacing tools.
• Track monthly material spending and manage vendor statements.

Contracts and Billing

• Process new contracts, contract changes, price adjustments, and addenda.
• Handle billing tasks, send invoices, update customer preferences, and track payments.
• Support turnover of new initiatives to NPS and provide contract copies when requested.
• Provide documentation to the legal team as needed.

Human Resources and Payroll

• Maintain personnel data in the IUEC database, including new hires, terminations, and supervisor changes.
• Support onboarding, offboarding, paid family leave requests, disability paperwork, and payroll adjustments.
• Prepare payroll for superintendent approval and support safety programs.
• Schedule drug tests for new employees and employees involved in accidents, and handle union-related tasks.

Field Operations

• Update on-call availability, schedules, and job tracking reports.
• Coordinate municipal inspections and state permit applications.
• Process testing paperwork and violation remediation for municipal submission.
• Track violation payments and manage vehicle orders, gas cards, parking tickets, accident reports, and rentals.

Required Qualifications

• At least 3 years of experience supporting middle management or a department.
• At least 5 years of experience as an administrative assistant or in a related administrative function.
• Intermediate knowledge of Microsoft Word, Excel, and PowerPoint.

Preferred Qualifications

• An associate's, bachelor's, or secretarial degree is preferred.
• Previous experience with an international company is highly desired.

Compensation

• The stated base salary range is $49,800 to $62,300.
• The listed compensation is base salary only and excludes commissions and longer-term incentives.

Benefits and Development

• Benefits include a vested 401(k) match, medical, dental and vision plans, paid time off, tuition reimbursement, parental leave, and development opportunities.