Office Administrator

Office Administrator (Temp-to-Hire)

Position Overview

This is a hands-on role for an experienced construction office professional who enjoys wearing multiple hats and thrives in a fast-paced environment. The Office Manager will serve as the operational hub of the office, supporting accounting, payroll, HR administration, vendor management, licensing, and general office operations.

The ideal candidate is a self-starter who can work independently, prioritize competing responsibilities, and keep critical business processes running smoothly with minimal supervision.

Key Responsibilities

Accounting & Financial Administration

• Process accounts payable and accounts receivable
• Prepare invoices, track payments, and assist with collections
• Reconcile vendor statements and resolve discrepancies
• Maintain accurate accounting records and documentation
• Support month-end and year-end accounting activities
• Coordinate with external CPA and accounting partners as needed

Payroll Administration

• Process in-house payroll for approximately 28 employees using Paychex
• Maintain payroll records and employee data
• Track employee hours, PTO, and payroll-related documentation
• Ensure compliance with wage and hour requirements

Human Resources & Employee Administration

• Manage employee onboarding and new hire paperwork
• Coordinate employee files and HR documentation
• Assist with benefits administration and employee communications
• Support hiring activities, background checks, and employment verifications
• Maintain compliance with employment regulations and company policies

Construction Administration

• Set up new projects, customers, and vendor accounts
• Manage subcontractor and vendor documentation
• Process business license applications and renewals
• Coordinate city, county, and agency requests
• Maintain insurance certificates and compliance records
• Assist with contract and project-related administrative support

Office Operations

• Manage daily office activities and administrative functions
• Maintain organized filing systems and company records
• Support ownership and field personnel with administrative requests
• Help create efficient processes and improve office workflows

Qualifications

• 5 years of recent experience in office management, office administration, accounting, HR, or construction administration
• Construction industry experience strongly preferred
• Experience with ComputerEase construction accounting software strongly preferred
• Experience in construction accounting, job costing, payroll, and project administration
• Experience processing payroll through Paychex or a similar payroll platform
• Strong accounts payable and accounts receivable experience
• Knowledge of HR administration, employee onboarding, and personnel record management
• Experience with vendor setup, contractor licensing, business licenses, insurance certificates, and construction compliance documentation
• Proficiency with Microsoft Office (Excel, Word, Outlook)
• Excellent organizational and time management skills with the ability to prioritize multiple responsibilities
• Strong attention to detail and follow-through
• Ability to work independently, take initiative, and thrive in a small-office environment
• Professional communication skills and a customer-service mindset

What We're Looking For

We're seeking someone who is dependable, resourceful, and comfortable being the go-to person in the office. This role is ideal for a seasoned construction office professional who enjoys variety, takes initiative, and can confidently manage accounting, payroll, HR, and administrative functions with minimal oversight.

If you're looking for a stable opportunity with a well-established Southern California contractor and enjoy making a meaningful impact in a small-team environment, we'd love to hear from you.