What are the responsibilities and job description for the Office Administrator position at Gallo Mechanical?
Job Summary
Gallo Mechanical is seeking a highly organized and detail-oriented Office Administrator to support daily operations and ensure efficient workflow across the organization. This role plays a key part in supporting project teams, maintaining accurate administrative and financial records, and helping drive success in a fast-paced construction environment.
Key Responsibilities
- Manage day-to-day office operations to ensure efficiency and organization
- Provide administrative support to project managers, field teams, and leadership
- Coordinate schedules, meetings, and internal communications
- Maintain and organize project documentation, contracts, and records
- Assist with accounts payable/receivable, invoicing, and expense tracking
- Process purchase orders, vendor invoices, and subcontractor documentation
- Track office supplies, equipment, and vendor relationships
- Support compliance efforts, including permits, safety records, and documentation
- Serve as a point of contact for incoming calls, emails, and vendor/customer inquiries
- Plan and coordinate office-related functions and team activities
Qualifications
- 2 years of administrative experience (construction or mechanical industry preferred)
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Strong organizational, multitasking, and time management skills
- Excellent communication and interpersonal abilities
- High attention to detail and accuracy
- Ability to work both independently and collaboratively
- Notary Public certification or willingness to obtain
Preferred Skills
- Familiarity with construction documentation and project workflows
- Basic accounting or bookkeeping knowledge
- Experience supporting project-based teams
- Ability to prioritize tasks in a deadline-driven environment
Work Environment
- Office-based role supporting field and project operations
- Fast-paced, team-oriented construction environment
Why Join Gallo Mechanical
- Competitive compensation and benefits
- Career growth opportunities within a leading mechanical contractor
- Collaborative, team-oriented culture
- Exposure to large-scale commercial and industrial projects
About Gallo Mechanical
Founded in 1945, Gallo Mechanical is a premier mechanical construction and service provider headquartered in New Orleans, bringing more than 80 years of experience delivering mission-critical HVAC and plumbing solutions across the Southeastern United States—from Houston to the Carolinas. Guided by its values of family, service, and performance, Gallo maintains an unwavering commitment to its people and proudly serves healthcare, hospitality, education, industrial, and high-tech markets with a strong focus on safety, quality, and customer satisfaction.
Inclusive Employer
Our number one focus will always be our people. Gallo Mechanical welcomes employees from varied backgrounds and walks of life, and it’s reflected in our diverse community. Gallo Mechanical is proud to be an equal opportunity employer and is committed to administering personnel actions, including hiring, training, promoting and compensating its employees, without regard to race, color, religion, sex, sex stereotyping, pregnancy (which includes pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law.
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