Office Adminstrator

We’re hiring! Allen Construction is looking for a part-time Office Administrator to help keep our team organized, connected, and thriving.

As an employee-owned company, people, culture, and sustainability are at the heart of everything we do. We’re looking for someone who is warm, engaging, and genuinely enjoys building strong relationships across all levels while creating a welcoming, supportive environment. Our ideal candidate is organized, has high emotional intelligence (EQ), is a calm and quick problem solver, a clear communicator, trustworthy, reliable, and brings positive energy to every interaction, all while embodying our core values: Relationships First, Humbly Confident, Always Learning, and Do What You Say.

In this role, the Office Administrator will provide support to all levels of the company (Management, HR, Accounting, Production), act as a vendor liaison, tech support, and handle general administrative tasks. More than just keeping things running, this person will play a key part in keeping our team organized, connected, and thriving within the vibrant, people-centered culture that makes Allen Construction such a special place to work.

STANDARD

SPECIFICATIONS Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently.

Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees, and/or clients

MINIMUM QUALIFICATIONS

• A high school diploma or GED
• Computer literacy in Microsoft Office applications: Word, Outlook, Excel, and PowerPoint
• Ability to satisfactorily communicate in English with clients, colleagues, stakeholders and subcontractors to their understanding
• Able to provide legible communication
• Able to compute basic mathematical calculations

• Able to create, read and understand spreadsheets
• Basic knowledge of computer and phone technology

DESIRABLE

• Three (3) to five (5) years’ experience working in an office support or administrative position supporting multiple departments and management functions
• Bachelor’s degree or equivalent experience
• Accounting and human resources administration experience
• Architectural and/or construction industry experience
• Ability to communicate in a second language, preferably Spanish

SKILLS

Essential:

• Able to enforce Allen Construction standards, policies and procedures
• Able to prioritize and organize work assignments and follow-up as necessary to achieve desired results
• Be a clear thinker, analyze and resolve situations and problems while exercising good judgment
• Able to focus on attention on details
• Possess exceptional written, oral and proofreading skills
• Able to interact appropriately and positively with colleagues, clients, stakeholders, subcontractors and others
• Able to complete daily duties accurately and swiftly
• Able to type and enter data accurately
• Able to ensure security and confidentiality of client and company information
• Able to work independently with minimal guidance, and able to independently prioritize workload

ESSENTIAL JOB FUNCTIONS

• Front Desk & Administrative Support (60%) E

• Serve as the first point of contact for visitors, clients, employees and vendors—answer phones, greet guests, and route inquiries appropriately.
• Manage office supplies, equipment, and vendor relationships (ordering materials, coordinating maintenance, etc.).
• Maintain a clean, organized, and professional office environment.
• Prepare correspondence, reports, and project documentation as requested.
• Schedule meetings, manage calendars, and assist with event coordination (safety meetings, training sessions, etc.).
• Handle incoming and outgoing mail, packages, and deliveries.
• Respond to all phone calls and other requests promptly.
• Attend meetings as requested.
• Complete special projects and other duties as assigned.
• Create, maintain and advise on office policies and procedures

IT Support [Basic/Liason Duties] (20%) E

• Act as a point of contact with the company’s external IT providers.
• Set up and maintain user accounts, hardware, and software for new and existing employees.
• Troubleshoot minor computer, printer, and network issues.
• Maintain inventory of IT equipment and coordinate repairs or replacements.
• Meet with external IT company representative weekly to discuss ongoing IT issues with equipment in the office or employees’ equipment.

Accounting Assistance (15%) E

• Support basic accounting functions such as scanning invoices, coding expenses, and maintaining records.
• Help with reconciling statements and vendor payments as needed.
• Maintain accurate filing systems for some contracts, purchase orders, and project documents.
• Deposit and post payments into appropriate bank accounts and accounting system as needed; obtain necessary paperwork.

Human Resources & Employee Support (5%) E

• Coordinate onboarding for new employees (setting up workstations, preparing paperwork, scheduling orientations).
• Manage employee records in compliance with company and legal requirements.
• Support offboarding processes (equipment return, access removal, exit paperwork).

ESSENTIAL PHYSICAL REQUIREMENTS:

Must be able to stand, sit, squat, turn, bend, operate telephone and computer, see, speak, hear, write, and lift up to 25 pounds