What are the responsibilities and job description for the Office Administrator position at siliconbeachrecruiter.com?
Office Administrator | Construction Operations
Accounts Payable | Procurement | Office & Field Support
A top residential landscape contractor is seeking an Office Administrator to support day-to-day operations across accounting, procurement, and administrative functions. This role plays a critical part in keeping projects moving by coordinating vendors, supporting field teams, and maintaining accurate financial and operational records in a fast-paced environment.
Key Responsibilities
- Process accounts payable, including entering vendor invoices, matching purchase orders and packing slips, and reconciling statements
- Prepare checks and electronic payments for review and approval
- Maintain vendor records, contact information, and required business licenses
- Place and track orders for materials, tools, and equipment based on project needs and inventory levels
- Coordinate with vendors to ensure accurate pricing, availability, and timely delivery of materials
- Monitor inventory levels in the office and field; follow up on backorders and delivery delays
- Partner with field crews and project managers to anticipate material needs and support project schedules
- Assist with budgeting, cost comparisons, and vendor pricing analysis as needed
- Support payroll data entry, timecard audits, and tracking of field staff PTO requests
- Answer and direct phone calls and emails professionally; greet clients and visitors
- Maintain spreadsheets, logs, calendars, and job tracking reports
- Order and manage office supplies
- Support management with administrative tasks, special projects, and weekly meeting notes
Qualifications
- Minimum of 2 years of experience in an Office Administrator or similar role, preferably within construction or a trade-related environment
- High school diploma or equivalent required
- Proficiency with Microsoft Word, Excel, and Outlook; QuickBooks experience preferred
- Strong organizational skills with the ability to manage multiple priorities and deadlines
- Clear written and verbal communication skills
- Spanish fluency (spoken and written) strongly preferred
- Detail-oriented, dependable, and comfortable working in a fast-paced, team-oriented setting
If you’re an organized professional who keeps operations running smoothly behind the scenes, we’d love to connect.