Office Administrator

POSITION SUMMARY

Our Office Administrator shall serve as the organizational backbone of the McArthur Engineering Company office, ensuring the Team is fully supported, and free to focus on growing the business. This role consists of reception, filing and office organization, invoicing assistance, accounts receivable, accounts payable, scheduling assistance, note taking, and inventory management. The Office Administrator shall also be responsible for completing pertinent project research, and for preparing organized project submittal packages. Success in this role shall include helping our management team maintain an efficient, professional, and well-organized office.

ABOUT McARTHUR ENGINEERING COMPANY

We are McArthur Engineering Company, we provide professional land development engineering services and we are growing by the day. Our mission is To build the most professional, and efficient engineering team to take our Clients land development projects from concept to completion. We are Disciplined, and Accountable, in our pursuit to see every team member reach their personal, professional, and financial goals through the work we do together. Our core values are the backbone of our business and guide our hiring process: we are leaders, we have integrity, and we get results.

PERFORMANCE OBJECTIVES

· Provide direct administrative support to the Team, by assisting with scheduling, Client correspondence, and day-to-day office support.

· Prepare professional project submittal documents for Engineer review, including, but not limited to agency permit applications, narratives, and professional submittal packages that set our Team apart.

· Maintain a clean and organized office, including physical/digital filing, supply inventory/ordering, to maintain a professional appearance at all times.

· Assist the Owner with invoicing, accounts receivable/payable, and bookkeeping coordination to make sure that the company has sufficient cash flow.

· Coordinate an efficient office calendar, and schedule time efficient meetings for the Team to stay productive.

· Focus on project milestones, and ensure no agency or Client deadlines/submittals are missed.

· Professional, prompt and reliable project submittals (deliveries, pickups, drop-offs, etc.) to ensure that we are in line with our projected project and construction schedule.

· Build a repeatable administrative process, simplifying project submittal formats, project management, and create structure to allow this office to grow, and scale in a unified manner.

· Maintain timely, professional communication with agencies, Clients, and Team members, following up in a respectful manner until each item is professional addressed/resolved to nurture a professional relationship with those reviewing our project submittals.

· Track the status of ALL open permits, submittals, invoices, etc., and provide the owner with regular updates that are a clear and concise for maximum efficiency, with minimal interruption.

· Uphold a professional office environment and presentation consistent with a business casual/professional standard.

· Performs other duties as assigned.

KEY COMPETENCIES

· Maintain an organized office, focusing on the needs of our Team, and our Projects.

· Maintain efficient time management, and prioritize project deadlines.

· Maintain a clear and focused office schedule, tracking tasks for workload efficiency.

· Focus on details and accuracy, AP/AR entries, and project submittals.

· Proficient with Microsoft Office (Word, Excel, Outlook), project management software, and Quickbooks.

· Professional written and verbal communication skills.

· Self-directed professional judgment in line with company expectations.

· Professional customer service and hospitality with our Team, guests and Clients.

· Patience and composure when handling interruptions, walk-ins, and shifting priorities.

· Willingness to learn, take ownership of tasks, and be flexible in a dynamic work schedule/environment.

EDUCATION AND EXPERIENCE

• High school diploma or equivalent required; associate degree or coursework in business administration, office management, is ideal.
• 3 years of experience in an administrative, office coordination, or receptionist role preferred.
• Experience with invoicing, accounts receivable/payable, or bookkeeping software preferred.
• 3 years of experience preparing permit applications or working with agency requirements.
• Valid driver’s license and clean driving record.

PHYSICAL REQUIREMENTS

· This is a professional office environment with on-site parking, working at a reception area and a computer workstation equipped with an adjustable (sit/stand) desk.

· The role involves prolonged periods of standing or sitting while working on a computer, frequent communication in person and by phone, and regular movement throughout the office to file documents, manage inventory, and greet guests.

· The employee may occasionally lift and carry office supplies and files and will periodically travel locally to run errands or deliver documents.

· Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role.

BENEFITS

• Health, Dental & Vision Insurance (100% Employer paid for Employee only)

• Paid Time Off (PTO) Program

• Paid Holidays (per Employer Scheduled dates)

• Simple IRA with Employer Match

• Professional Training & Development Opportunities

ETHICAL COMMITMENT

McArthur Engineering Co. is equal opportunity employer, committed to hiring the highest qualified individuals for the professional Team we seek to create, regardless of race, color, religion, age, national origin, gender, or disability.

If this position caught your eye, send us your resume! For best consideration, include the job title and source where you found this position in the subject line of your email to scott @ mcarthur-eng .com .

Pay: $23.50 - $28.00 per hour

Expected hours: 32.0 – 45.0 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $24 - $28