What are the responsibilities and job description for the Administrative Office Assistant position at Murphymckenna Construction?
Benefits:
- 401(k)
- 401(k) matching
- Competitive salary
- Health insurance
- Paid time off
Position Summary
We are seeking a highly organized, professional, and motivated Administrative Office Assistant to support the daily operations of our busy construction company. The ideal candidate is a self-starter with strong business acumen, excellent communication skills, and the ability to thrive in a fast-paced environment. This role requires someone who is dependable, detail-oriented, and able to manage multiple priorities while maintaining a positive, can-do attitude.
Duties & Responsibilities
- Manage calendars, schedule appointments, and coordinate meetings for company management.
- Maintain electronic filing systems and ensure accurate organization of company records and project documentation.
- Perform data entry and maintain accurate records in company software systems.
- Enter and process invoices in Accounts Payable systems.
- Assist with expense management, including collecting and organizing receipts.
- Order office supplies, equipment, and jobsite materials as needed.
- Coordinate company events, meetings, training sessions, and special projects.
- Complete and process various administrative forms and documents.
- Answer, screen, and professionally direct incoming phone calls.
- Meet, greet, and assist visitors, clients, vendors, and subcontractors in a professional manner.
- Set up and prepare conference rooms for meetings and company functions.
- Ensure the office is clean, organized, and presentable at all times.
- Manage janitorial schedules and oversee office cleaning services.
- Serve as primary liaison with vendors, service providers, and building management.
- Coordinate building maintenance requests and communicate with landlord regarding facility issues.
- Manage and program office phone systems as needed.
- Track company vehicle logs and maintain related records.
- Maintain subcontractor compliance documentation, including Certificates of Insurance (COIs), W-9s, business licenses, lien releases, and subcontractor information packets.
- Assist with payroll and HR-related administrative tasks as needed.
- Perform general administrative duties and special projects as assigned.
Qualifications
- Minimum of 3 years of prior experience in an office or administrative support role (construction industry experience preferred).
- High school diploma or equivalent required; additional education or training is a plus.
- Strong organizational skills with the ability to multitask and prioritize in a fast-paced environment.
- Excellent verbal and written communication skills.
- Strong attention to detail and high level of accuracy.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace (Gmail, Docs, Sheets, Calendar).
- Experience with calendar management and scheduling.
- Familiarity with accounts payable processes and invoice entry preferred.
- Ability to maintain confidentiality and handle sensitive information professionally.
Key Attributes
- Self-starter with the ability to work independently and take initiative.
- Highly motivated with a strong work ethic and willingness to learn.
- Team player with a collaborative mindset.
- Professional demeanor with strong interpersonal skills.
- Positive, can-do attitude and strong customer service approach.
- Ability to multitask and stay organized in a high-demand environment.
- Strong business acumen and problem-solving skills.