Office Administrator

Office Administrator

Overview

We are seeking a dynamic and highly organized Office Administrator to join our team and ensure the smooth operation of our office environment. This vital role involves managing administrative tasks, supporting daily office functions. The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills, with the ability to handle multiple responsibilities efficiently. This paid position offers an exciting opportunity to contribute to a professional, fast-paced setting while developing valuable office management experience.

Responsibilities

• Maintain organized filing systems, perform data entry, and ensure accurate record-keeping using digital tools such as Microsoft Excel, Heavy Job, and Microsoft Office
• Assist with bookkeeping duties using QuickBooks and support basic financial record reconciliation
• Support office management activities such as ordering supplies, maintaining inventory, and overseeing general cleanliness and organization
• Provide clerical support including proofreading documents, preparing correspondence, and managing incoming/outgoing mail
• Prepare submittals to present at PreCon; Project Schedule, Traffic Control, SPCC Plan, TESC Plan, SWPPP, etc.
• Expedite Submittals from subcontractors
• Prepare and track project quantities
• Prepare subcontractor “New Project” package; Contract, Letter of Intent, Insurance requirements, form required, etc.
• Prepare Equipment rate sheet
• Prepare Labor rate sheet
• Create record of materials on all items to be submitted to owner
• Create new project in Quick Books, Heavy Job, Internal spreadsheet, etc.
• Order Insurance and licenses per job specific requirements
• File intent and affidavits on the L&I Site
• Maintain annual renewal of Reed Trucking licenses
• Track renewals of employee & owner certifications
• Provide Foreman with updated: Truck Binders per job; with OSHA & WA State, Federal required posters. Current Project Site Safety Plan-Hospital location
• Enter Subcontractor Invoices – verify Application for payment
• Prepare and track progress payment project quantities
• Collect conditional and unconditional waivers from subcontractors along with finals at the end of projects
• Monthly Excise Taxes
• Quarterly City B & O Taxes
• Payroll through Heavy Job and Quick Books Desktop
• Certified payroll on L&I and LCP Tracker
• EIC Audit on B2G
• Apprentice tracking
• Retainage tracking

· Monthly Bank Collateral Reports

· Fleet registration and insurance cards

· 2290 form

· Reconcile credit cards in Quick Books

· Pay Credit Card Online

· Receive payments / Record Deposits in Quick Books

· Create invoices for cities / Districts

· Create invoices for Truck Rental

· Track payments from Truck Rental

Qualifications

• Proven experience in office administration or clerical roles with a strong background in customer service and support functions
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Heavy Job
• Familiarity with QuickBooks or similar bookkeeping software is highly desirable
• Excellent organizational skills with keen attention to detail and accuracy in data entry and proofreading
• Demonstrated ability to manage time efficiently while juggling multiple tasks in a fast-paced environment
• Experience with Public Works jobs for cities and counties.

Join us as an Office Administrator to play a key role in maintaining an efficient office environment while supporting our team’s success. Your organizational prowess combined with your friendly demeanor will help create a welcoming atmosphere for everyone who walks through our doors.

Pay: $30.00 - $50.00 per hour

Work Location: In person

Salary : $30 - $50