Office Administrator

Position Description

Position Title: Office Administrator
Reports To: HR & Safety Manager
Date: October 22, 2026

Position Summary

The Office Administrator supports accounting activities and daily office operations through accurate financial processing, recordkeeping, and administrative coordination. This role requires strong organizational skills, attention to detail, and effective communication.

Essential Functions/Responsibilities

• Process and track invoices, credits, and other accounts payable transactions.
• Coordinate invoice approvals and resolve discrepancies with vendors and internal teams.
• Maintain vendor records, payment information, and financial documentation.
• Process routine payments, reconcile accounts, and support vendor onboarding.
• Maintain inventory, mileage, fuel, and other operational records.
• Coordinate vehicle registration paperwork and related compliance documentation.
• Prepare payments and obtain insurance or compliance records as needed.
• Process and update subcontractor payment applications in coordination with project teams.
• Assist with accounting reconciliations, reporting, and financial recordkeeping.
• Handle calls, mail, supplies, and general office administration.
• Support company document management systems and administrative needs across departments.
• Perform other duties as assigned.

Qualifications

• Prior experience in office administration, administrative support, or accounting preferred.
• Proficiency with standard office, document management, and accounting software preferred.
• Strong written and verbal communication skills.
• Excellent organizational skills and ability to manage multiple priorities with accuracy.
• Ability to work independently and collaboratively within a team environment.
• A proactive and professional approach to handling confidential information.