Office Administrator

We are seeking an Office Administrator to support our growing team.

Are you a dynamic individual ready to manage and enhance office operations in a fast-growing small business? Do you have the organizational prowess and technological savvy to streamline processes and boost productivity? Can you lead within your space, impacting the flow and structure of our office work, and are you ready to seize opportunities to advance and improve your income as your skills and results evolve? ¿Hablas español de manera fluida? If so, you might be the perfect candidate for us!

Job Scope: As the Office Administrator, you are the operational heartbeat of our company, ensuring the smooth execution of daily tasks and the advancement of project goals. Your primary mission is to manage the office’s core functions, from coordinating project statuses with team leaders to handling permits, managing inventory, and maintaining essential records. Utilizing your strong organizational and tech skills, you will optimize our workflow, enforce policies, and oversee administrative tasks, contributing directly to our efficiency and success. Your role is crucial in maintaining the operational integrity and forward momentum of our projects, making you a key player in our continued growth and excellence in the construction industry.

Introduction: We’re seeking an Office Administrator to support our growing team. In this pivotal role, you'll lead our office's workflow and structure, enhancing productivity within our dynamic construction environment. Your ability to leverage technology will play a significant role in streamlining our processes, utilizing software productivity tools to facilitate work and improve efficiency. We need a proactive leader who combines construction know-how with a knack for technology, ensuring smooth project execution and driving our organizational success forward.

Key Responsibilities:

• Project and Job Status Coordination: Follow up with management on open jobs and ensure prompt action on pending items. Update project management tools with current job status and communicate changes or delays.
• Permit Management: Handle the process of obtaining and renewing licenses and permits, managing related payments.
• Task Reminders: Keep track of daily reminders, managing tasks like phone calls, message sending, and appointment scheduling.
• Office Supplies Inventory: Monitor office supplies, manage inventory, and organize gifting lists for suppliers and team members.
• Google Calendar Management: Organize and track tasks and reminders, including bill payments using Google Calendar.
• Phone Call Handling: Answer and route calls, provide information, schedule appointments, and escalate complex issues as needed.
• Report Generation: Produce various reports, such as aging reports, approved estimates, and provided estimates.
• Dry Erase Board Maintenance: Update the dry erase board regularly with key information like invoices, quotes, and project statuses.
• Forms Preparation: Manage printed forms supply and assist in creating and organizing essential documents.
• Policy and Procedure Enforcement: Share responsibility with Jessica and Maria in enforcing company policies and procedures.
• Insurance and License Management: Oversee the company's insurance policies and license management, ensuring compliance and up-to-date records.
• COI Requests: Manage requests for Certificates of Insurance and maintain related documentation.
• Vehicle Management: Ensure all company vehicles are properly registered, insured, and maintained.
• New Employee Onboarding: Facilitate the onboarding process, creating job descriptions and handbooks.
• Google Account Administration: Manage Google accounts, ensuring proper access, security, and data management.
• Office Maintenance: Maintain a clean and organized office environment, coordinating with vendors for necessary services.
• Instruction and Training: Provide training and guidance, develop educational materials, and serve as a policy contact.

Requirements:

• Proven experience in office administration or related field.
• Strong organizational, communication, and interpersonal skills.
• Proficiency in office software and familiarity with project management tools.
• Ability to multitask and prioritize in a fast-paced environment.

Benefits:

• Competitive salary and comprehensive benefits package.
• Opportunities for professional development and growth.
• Supportive team and dynamic work culture.

We are an equal opportunity employer with a drug free workplace. We value diversity and are committed to creating an inclusive environment for all employees. We consider all applicants without regard to race, color, religion, sex, national origin, age, disability, or any other legally protected status. As a small business, we pride ourselves on fair and ethical hiring practices, focusing on the skills and potential of our candidates

Job Type: Full-time

Pay: $17.00 - $23.00 per hour

Expected hours: 40 per week

Benefits:

• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Hialeah, FL: Relocate before starting work (Required)

Work Location: In person