Construction Office Administrator

Office Administrator – Commercial HVAC

We are an established commercial HVAC company seeking an experienced, highly organized Office Administrator to join our team. This is a hands-on position for someone who enjoys variety, takes initiative, and can confidently keep multiple projects, deadlines, and priorities moving at the same time.

The ideal candidate has previous commercial construction or skilled-trade office experience and understands the documentation and administrative requirements that come with construction projects. We are looking for someone who takes ownership of their work, follows tasks through to completion, stays ahead of emails and paperwork, and looks for ways to keep both office and field operations running efficiently.

This position works closely with company leadership, Project Managers, field technicians, customers, general contractors, vendors, and suppliers.

Qualifications

• 3–5 years of administrative experience within commercial construction, HVAC, mechanical contracting, or another skilled trade preferred
• Proficient in Microsoft Word, Excel, QuickBooks, Adobe Acrobat, and general computer applications
• Experience preparing Pay Applications/AIA billing and construction-related project documentation
• Familiarity with contractor portals and electronic document submission systems
• Strong written and verbal communication skills
• Excellent organization, attention to detail, and follow-through
• Ability to manage multiple projects, deadlines, and changing priorities
• Ability to work independently, take initiative, and recognize what needs to be done without constant direction
• Professional and confident when communicating with customers, general contractors, vendors, suppliers, and employees

Office Administration & Field Support

• Answer incoming calls and manage day-to-day email correspondence
• Respond to customer, vendor, contractor, and employee requests in a timely and professional manner
• Schedule service appointments and assist with dispatching field technicians
• Maintain company calendars and schedule meetings as needed
• Maintain organized electronic and paper filing systems
• Set up and maintain customer, vendor, job, and project files
• Maintain employee and fleet records
• Order office supplies and assist with general day-to-day office needs
• Handle confidential company, employee, and customer information appropriately

Accounting, Payroll & Job Costing

• Process weekly payroll through QuickBooks, including employee deductions, expenses, and 401(k) updates
• Prepare weekly deposits and perform account and expense reconciliation
• Maintain accurate job-cost records and assist with monitoring project profitability and net profit margins
• Assist with vendor invoice processing and matching invoices to jobs and purchase orders
• Create and track Purchase Orders
• Prepare and submit AIA Pay Applications and other progress billings
• Prepare and track conditional and unconditional lien waivers/releases
• Track Accounts Receivable and outstanding project billings as needed
• Assist with Workers' Compensation and General Liability insurance renewals and audits

Bidding & Pre-Construction

• Maintain current bid lists, open-project trackers, and project status logs
• Assist with preparing estimates, quotes, bids, and proposal documents
• Send requests for pricing to vendors and suppliers and track outstanding quotes
• Obtain and organize project drawings, specifications, addenda, and bid documents
• Create electronic project files and maintain documentation from bidding through project closeout
• Submit bids, proposals, and supporting documentation through email and contractor/customer portals
• Assist Project Managers with required pre-construction documentation

Project Administration & Construction Documentation

• Prepare, request, submit, track, and maintain project documentation, including:
• W-9s
• Certificates of Insurance (COIs)
• AIA Pay Applications
• Lien waivers/releases
• Certified payroll reports
• Prevailing wage documentation
• Submittals and submittal registers
• Equipment and product data
• Purchase Orders
• Change Order documentation
• Permits
• Warranty registrations
• Closeout documents
• Operation & Maintenance (O&M) manuals
• Review project requirements and specifications to identify required administrative documentation and submittals
• Maintain submittal registers and follow up on outstanding approvals
• Track project documentation and deadlines to ensure required items are submitted on time
• Prepare and submit certified payroll and prevailing wage documentation for applicable projects
• Assist Project Managers and field personnel with daily reports and project documentation
• Coordinate with manufacturers and vendors to obtain equipment data, warranty information, startup documentation, and required submittals
• Assist with Change Order documentation and tracking
• Assist with project closeout, including punch lists, warranties, O&M manuals, final lien waivers, and other GC/owner requirements
• Upload documentation through GC and customer project-management portals as required

Vendors, Purchasing & Inventory

• Place material and equipment orders with vendors as directed
• Issue and track Purchase Orders
• Track equipment/material orders and communicate delivery information to Project Managers and field personnel
• Request pricing and assist with maintaining accurate vendor quotes
• Assist with inventory organization and control
• Maintain vendor W-9s, Certificates of Insurance, and other required records
• Communicate with vendors regarding pricing, orders, invoices, delivery schedules, and project requirements

Human Resources & Company Support

• Assist with new employee onboarding and required paperwork
• Maintain organized and current employee files
• Maintain employee safety and training documentation as required
• Maintain vehicle and fleet records
• Assist with insurance and compliance documentation
• Assist with company marketing, advertising, website updates, meetings, luncheons, and company events as needed
• Perform other administrative duties as needed to support office and field operations

Schedule & Benefits

Full-Time | In-Person | Monday–Friday | 8:00 a.m.–5:00 p.m.

Occasional overtime may be required. Some scheduling flexibility may be available depending on the applicant and company needs.

Compensation is based on experience and qualifications. Pay is reviewed after the first 90 days and annually thereafter.

Benefits available after the applicable eligibility period include:

• 401(k)
• 401(k) company match
• Insurance reimbursement
• Paid time off
• Additional company benefits

Who We're Looking For

This is not a position where every day will look the same. Commercial HVAC and construction move quickly, and priorities can change throughout the day. We need someone who can shift gears when necessary, solve problems, communicate with the appropriate people, and then return to outstanding tasks without letting details fall through the cracks.

We're looking for someone who takes ownership of their responsibilities. If an email needs answered, paperwork is missing, a Pay App deadline is approaching, a submittal is outstanding, or a technician or Project Manager needs information, we want someone who recognizes it and takes the initiative to keep things moving.

If you're organized, dependable, comfortable wearing multiple hats, and enjoy being an important part of keeping projects and a business running smoothly, we'd love to hear from you.

Pay: $45,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off

Experience:

• Construction/HVAC Office Admin: 4 years (Required)
• AIA Billing Software: 4 years (Required)
• Quickbooks Online: 4 years (Required)

Ability to Commute:

• Atchison, KS 66002 (Required)

Work Location: In person

Salary : $45,000 - $60,000