Office Administrator

About Us

Lonsdale is a growing commercial concrete contractor serving Rhode Island, Massachusetts, and Connecticut. We specialize in commercial concrete construction, including slabs, foundations, site concrete, sidewalks, curbing, ADA ramps, forming, reinforcing steel, and related concrete work.

We operate multiple field crews and are looking for a dependable Office Administrator to help keep our office, field operations, clients, and vendors organized and running efficiently.

Position Overview

We're looking for an organized, dependable Office Administrator to run the day-to-day operations of our office and help keep the business and field operations moving smoothly.

This person will be an important connection between the office, field crews, project managers, estimators, company management, clients, vendors, and subcontractors.

A major responsibility of this position will be helping schedule company jobs and field crews. The Office Administrator will assist with maintaining the company-wide schedule, coordinating crew assignments, communicating schedule changes, and making sure the office and field teams are working from the same information.

The role will involve a variety of responsibilities, including office administration, scheduling, document management, invoice and payment tracking, payroll support, project paperwork, vendor coordination, and general support for company management.

We're open to candidates at any experience level. Construction experience is helpful but not required.

Key Responsibilities

Office Administration

• Answer and direct incoming calls, emails, and general inquiries
• Greet and assist visitors, vendors, subcontractors, and clients
• Maintain and organize company files and records, both digital and physical
• Maintain company records using Microsoft 365, OneDrive, SharePoint, and other company systems
• Prepare, format, and proofread correspondence, proposals, forms, reports, and other documents
• Assist management with general administrative tasks and special projects
• Maintain organized company and employee records
• Help improve office organization and administrative procedures

Job Scheduling & Field Coordination

• Assist with scheduling all company jobs and field crews
• Maintain and update the company-wide construction schedule
• Coordinate crew assignments based on project dates, manpower, equipment, and job requirements
• Communicate upcoming schedules and schedule changes to foremen, field crews, project managers, and management
• Coordinate concrete placements, deliveries, pumping, inspections, job walks, and other project activities
• Help ensure crews have the necessary information, materials, equipment, and documentation before arriving on site
• Track project start dates, completion dates, weather delays, schedule changes, and other factors affecting production
• Communicate with general contractors and clients regarding scheduling and upcoming work when directed by management
• Identify potential scheduling conflicts and bring issues to management's attention before they affect a project
• Maintain accurate records of completed, active, upcoming, and scheduled jobs
• Coordinate schedule changes between the office and field so crews always have current information
• Help organize daily and weekly field schedules
• Follow up with crews and project managers regarding job status and schedule changes

Accounting & Administrative Support

• Assist with accounts payable and accounts receivable
• Enter and organize vendor and subcontractor invoices
• Track customer invoices and outstanding balances
• Assist with payment tracking and follow-up
• Process employee timesheets and assist with payroll preparation
• Maintain organized records of receipts, invoices, purchase orders, and other financial documents
• Coordinate with the company's accountant/bookkeeper as needed
• Assist with maintaining accurate vendor and subcontractor information

General Support

• Provide administrative support to company owners and management
• Assist estimating staff with bid and proposal documentation when needed
• Assist with onboarding new employees and maintaining employee records
• Help coordinate communication between office personnel and field crews
• Take initiative in identifying administrative tasks that can be organized, streamlined, or automated
• Perform other administrative duties as needed

Qualifications

• Prior office administration, administrative assistant, construction administration, or similar experience preferred
• Construction industry experience is a plus but not required
• Strong organizational skills and attention to detail
• Comfortable with Microsoft Office, including Word, Excel, and Outlook
• Comfortable using Microsoft 365, OneDrive, SharePoint, and cloud-based file systems
• Comfortable learning new software and technology
• Strong written and verbal communication skills
• Professional and friendly phone manner
• Ability to multitask and prioritize competing deadlines
• Strong follow-through and ability to stay organized without constant supervision
• Basic bookkeeping or accounting knowledge is a plus
• QuickBooks or similar accounting software experience is a plus
• Ability to communicate effectively with field crews, project managers, vendors, subcontractors, and clients
• Reliable, professional, and dependable
• Ability to maintain confidential company, employee, and financial information
• Valid driver's license

Ideal Candidate

The ideal candidate is someone who takes ownership of their work and can stay organized in a fast-paced construction environment.

You should be comfortable juggling multiple responsibilities throughout the day and be willing to jump between answering a phone call, organizing project paperwork, helping with payroll, communicating with a field crew, updating the construction schedule, and assisting management.

You should also be comfortable working with changing schedules. Construction projects can change quickly due to weather, site conditions, material availability, and customer requirements, so the ability to adapt, communicate changes, and keep crews organized is extremely important.

Construction experience is not necessary. We are willing to train the right person who is organized, dependable, computer-literate, detail-oriented, and willing to learn.

As the company continues to grow, there is an opportunity for this position to take on additional responsibility and develop into a larger operations, project administration, scheduling, or office management role.

Physical Requirements

This is primarily an office-based position with occasional field work.

The employee must be able to visit active construction sites when necessary, including areas with uneven terrain, construction equipment, and changing site conditions.

What We Offer

• $22-$35 an hour based on experience and preformance
• Full-time, Monday–Friday position
• Onsite office position in Cumberland, Rhode Island
• Health insurance
• Paid holidays
• Opportunities for additional responsibility and advancement
• Stable position with a growing commercial construction company
• Opportunity to work directly with company ownership and management

Pay: $22.00 - $30.00 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Vision insurance

Work Location: In person

Salary : $22 - $35