Admin Office

Job SummaryThe Administrative Coordinator at A.D.A Demolition, Inc. will oversee daily office operations, provide comprehensive administrative support, and assist project management teams in coordinating demolition and clean-up activities. This role demands a high level of organization, a proactive approach, and the ability to work collaboratively with various departments, including project management, finance, and field operations.The ideal candidate will be detail-oriented, adaptable, and capable of handling multiple tasks in a dynamic, fast-paced environment.Key ResponsibilitiesAdministrative SupportServe as the first point of contact for incoming communications, managing phone calls, emails, and visitor inquiries.Maintain a well-organized office environment, ensuring all office supplies and resources are readily available.Prepare and distribute internal memos, meeting agendas, and project updates.Assist in onboarding new office and field staff by preparing documentation and coordinating training schedules.Document ManagementDevelop and maintain an efficient filing system for project documentation, including permits, contracts, insurance certificates, and safety certifications.Regularly update and audit project files to ensure all documents are current and compliant with industry regulations.Coordinate with project managers to ensure all necessary permits and licenses are obtained and filed correctly.Scheduling and CoordinationCoordinate project timelines and maintain a master calendar for site visits, project deadlines, and team meetings.Schedule and organize team meetings, client consultations, and vendor appointments.Arrange travel logistics for project managers and field crews, including accommodations and transportation when necessary.Invoicing and BillingPrepare, verify, and process client invoices in coordination with the finance department.Track accounts receivable and payable, ensuring timely payment processing and resolving any billing discrepancies.Generate and review monthly financial reports and budget summaries related to ongoing projects.Inventory and Office Supply ManagementMonitor office and project supply levels, coordinating with the warehouse team to ensure timely procurement and delivery of necessary materials.Maintain a log of all office equipment and manage service schedules for regular maintenance.Facilitate the purchase and inventory of safety equipment and materials required for field operations.Client and Vendor RelationsAct as a liaison between clients, vendors, and internal teams to facilitate smooth communication and project updates.Handle client inquiries professionally, providing timely updates and information on project progress and timelines.Maintain and update the client contact database for future project opportunities and networking.Data Entry and ReportingInput and manage project data in company databases and project management software.Compile data for management reports, including project status updates, resource allocation, and financial forecasts.Prepare detailed project reports for management review, highlighting key milestones and any areas of concern.Safety and Compliance AssistanceMaintain comprehensive safety records, ensuring all staff certifications and training documents are up-to-date and compliant with OSHA standards.Assist in preparing safety training materials and coordinate regular safety briefings for office and field staff.Support the safety officer in documenting and filing incident reports and safety audits.Project AssistanceAssist project managers with administrative tasks related to project planning, budgeting, and scheduling.Prepare and distribute project kick-off materials and close-out reports.Coordinate with field teams to gather progress updates and ensure timely completion of project deliverables.Marketing and CommunicationsAssist with creating marketing materials, including brochures, presentations, and proposals to support business development.Manage the company's social media accounts and update content regularly.Support the planning and coordination of company events, trade shows, and industry conferences.QualificationsEducation and ExperienceHigh school diploma or equivalent required; associate degree in business administration or a related field preferred.Minimum of 2 years of experience in an administrative role, preferably in the construction or demolition industry.Familiarity with construction permits, invoicing, and safety compliance is highly preferred.Skills and CompetenciesStrong organizational and multitasking abilities in a fast-paced environment.Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with project management softwareExcellent written and verbal communication skills to interact with management, employees, and clients.Ability to work independently and collaboratively as part of a team.Strong attention to detail and ability to meet deadlines efficiently.Basic knowledge of accounting principles and invoicing.Bilingual (English/Spanish) is preferred but not required.Working ConditionsFull-time office position, Monday through Friday, with occasional extended hours based on project deadlines.Occasional site visits may be required to gather information or deliver project documents.The position may involve sitting for extended periods, handling paperwork, and light lifting of office supplies.

Salary : $20 - $26