What are the responsibilities and job description for the Office Administrator position at MLB & Associates?
OFFICE ADMINISTRATOR
Position Summary
The Office Administrator is a central member of the team, responsible for ensuring efficient daily operations and providing critical support to both field and management staff. This role serves as the primary point of contact for administrative needs, overseeing documentation, coordinating internal processes, and assisting with scheduling, project tracking, and regulatory compliance. The Office Administrator plays a vital part in keeping projects organized and on track, contributing to the overall success of our traffic control operations.
Key Responsibilities
- Provide comprehensive administrative and office support to ensure smooth and efficient day-to-day operations.
- Manage front office activities, including answering phones, responding to emails, distributing mail, and maintaining office supply inventory.
- Maintain accurate records and handle documentation related to invoices, receipts, vehicle maintenance, and inventory.
- Support the Director of Operations with data entry, data verification, and other job-related tasks within the Field Management Pro (FMP) system.
- Perform data entry and maintain the Google Earth mapping and tracking program to support operational planning and field coordination.
- Support the hiring process by collecting required documentation and assisting with onboarding new employees.
- Prepare reports, presentations, and correspondence as needed.
Customer Service & Communication
- Serve as a liaison between internal departments and clients or subcontractors.
- Provide excellent customer service through prompt and professional communication.
- Respond to inquiries related to scheduling, billing, and general company services.
Qualifications & Experience
- High school diploma required, associate degree in business administration or related field preferred.
- Proven experience as an Office Administrator, Administrative Assistant, or similar role (traffic control or construction industry preferred).
- Strong organizational and multitasking skills; ability to manage multiple priorities under tight deadlines.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with Field Management Pro (FMP) & QuickBooks Workforce a plus.
- Knowledge of traffic management operations or public infrastructure services is an asset.
Equal Opportunity Employer providing a workplace that is free from discrimination and harassment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, age, national origin, disability, veteran status, or any other legally protected status.