Office Administrator

Summary/Objective

We are looking for a flexible and knowledgeable self-starter who can independently manage a variety of administrative responsibilities and serve as a reliable resource to the organization. The ideal candidate is highly organized, detail-oriented, comfortable working across multiple teams, and able to identify and resolve routine administrative issues.

Essential Functions

• Coordinate day-to-day office administration and support office operations
• Provide administrative support to senior management, including scheduling meetings, taking meeting minutes, entering expenses, and coordinating travel arrangements
• Provide general administrative support to project teams as requested
• Serve as an administrative resource to project management, estimation, and operations teams through collaboration and coordination
• Assist with employee onboarding and offboarding activities
• Coordinate with HR to maintain employee personnel files and related documentation
• Assist with employee badging requirements and submissions
• Coordinate and maintain office supplies and inventory
• Coordinate mail, bank drops, deliveries, and other office errands as needed
• Coordinate routine property maintenance and scheduling with vendors
• Manage routine office vendor communications and follow-up
• Maintain and organize subscriptions, memberships, licenses, and other administrative accounts
• Set up and maintain subcontractor and vendor files
• Monitor subcontractor insurance documentation and follow up on expirations or missing information
• Receive vendor invoices, scan, route, and track invoices through the approval process
• Receive, scan, code, and process office invoices
• Request, collect, and maintain partial and final releases of liens
• Assist with preparation of contract drafts and administrative documentation for review by senior staff
• Assist with Certified Payroll on wage-decision projects
• Maintain confidential employee, vendor, financial, and company information
• Support administrative projects and process improvements
• Occasional travel is required
• Perform other duties and responsibilities as assigned

Qualifications

• High school diploma or equivalent required; associate degree or relevant post-secondary education preferred
• 2+ years of experience in office administration, office coordination, or a related profession (construction industry experience is strongly preferred)
• Proficient computer skills, including Microsoft Office products such as Outlook, Word, and Excel
• Ability to communicate professionally in person, in writing, and over the phone
• Ability to work independently and manage recurring responsibilities with limited supervision
• Ability to exercise sound judgment and recognize when issues should be escalated
• Ability to adapt to and learn new technology and processes
• Ability to prioritize work projects and multi-task
• Bilingual English/Spanish is strongly preferred

Competencies

• High level of accuracy and attention to detail
• Excellent organizational and time management skills
• Strong follow-through and accountability
• Solid listening and communication skills
• Strong interpersonal and customer service skills
• Ability to work independently and collaboratively
• Good judgment and problem-solving skills
• Strong technical capacity

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

The Office Administrator works primarily in a professional office environment and regularly interacts with employees, project teams, vendors, clients, and other business contacts. The position involves frequent coordination across departments and may require work outside of the office for business errands, vendor coordination, meetings, or other company-related activities. The work is generally performed in a standard office setting with moderate noise levels. The position may occasionally require work outside of the office for errands, deliveries, bank drops, or other business-related activities.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

The physical demands of this position are typical of an office and administrative role. The employee is regularly required to sit, stand, walk, use a computer and telephone, and communicate with others. The position may occasionally require lifting, carrying, or moving office supplies, packages, files, equipment, and other materials weighing up to approximately 25 pounds. The employee may occasionally need to bend, reach, climb stairs, or perform other activities associated with office administration, document management, and business errands.

Position Type/Expected Hours of Work

This is a full-time non-union position. The scheduled hours are 40 to 50 hours per week Monday through Friday but may be extended as required to execute the tasks assigned.

Travel

This position may require occasional travel.

Required Education and Experience

High school diploma or equivalent required; associate degree or relevant post-secondary education preferred. Two or more years of administrative, office coordination, or related experience is preferred, with experience in the construction industry strongly preferred.

Additional Eligibility Qualifications

• Must pass a pre-employment screen, including but not limited to a drug and alcohol screen, background check, motor vehicle records check, reference check and physical (if applicable).
• Current and valid driver’s license in the state of permanent residence (must be insurable by Jaynes automobile insurance carrier in order to drive a Jaynes vehicle).
• Must be eligible per Fleet Safety Management policy to operate a company vehicle or a personal vehicle for company purposes.

Work Authorization

Jaynes Corporation requires that all employees be legally authorized to work in the United States. Any person employed by Jaynes must complete the federal Employment Eligibility Verification Form (I-9) and will be entered into the federal E-Verify system.

AAP/EEO Statement

All employment decisions at Jaynes are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, sex, national, social, or ethnic origin, age, disability, genetics, sexual orientation, or any other status protected by the laws or regulations in the locations where we operate. Jaynes will not tolerate discrimination or harassment based on any of these characteristics.

Benefits

Jaynes Corporation is an employee-owned company and offers an exceptional benefits package. In addition to a competitive base salary, regular full-time employees are eligible for medical, dental, and vision insurance; a health savings account (HSA); dependent care flexible spending account (FSA); company-paid and supplemental life insurance; long term & short term disability insurance; cancer, accident & hospital indemnity coverage; retirement planning including 401k and Employee Stock Ownership Plan (ESOP); bonus plan; paid holidays; and up to 5 weeks of paid leave.

Additional wellness benefits include an onsite healthcare clinic for employees and their dependents, a comprehensive employee wellness program that includes financial incentives, free weekly yoga classes, an employee assistance program (EAP), and a fitness membership reimbursement program.

Regular part-time employees and interns are eligible for limited benefits.

PLEASE NOTE:

Job descriptions are designed and intended only to summarize the essential duties, responsibilities, qualifications, and requirements for the purpose of clarifying the general nature and scope of a position’s role as part of the overall organization.

Rev. 08.26

Job descriptions do not list all tasks an employee might be expected to perform, and they do not limit the right of the supervisor to assign additional tasks, or otherwise modify duties to be performed, even if seemingly unrelated to the basic job.