What are the responsibilities and job description for the Office Administrator position at summit city steel erection?
Job title: Office Administrator (Operations and Administrative Support)
Overview
The Office Administrator ensures the organization runs smoothly day-to-day by coordinating office operations, supporting staff and leadership, managing key systems and records, and serving as a central point of contact for internal and external stakeholders. This role blends traditional administrative support with light project coordination, data and file management, basic bookkeeping, and user administration for core tools (CRM, Procore, Core Fix). The ideal candidate is proactive, detail-oriented, highly organized, and comfortable working in a hybrid environment with both in-person and remote workflows.
Key responsibilities
Office operations and facilities
Ensure the office runs efficiently and remains clean, organized, and well-stocked (supplies, equipment, snacks, mail/shipments).
Coordinate office and equipment maintenance, vendor service calls, and building access/badges.
Draft, update, and maintain standard operating procedures (SOPs) for office and administrative workflows.
Support health and safety practices; assist with emergency procedures and compliance logs as needed.
Administrative and executive support
Manage calendars, schedule meetings, coordinate travel, and prepare meeting agendas and minutes for leaders and teams.
Create, proof, and format documents, reports, spreadsheets, and presentations.
Handle sensitive information with discretion and maintain professional confidentiality at all times.
Front desk, communications, and customer service
Serve as a primary point of contact for phone calls, email inquiries, and visitor reception.
Triage and route inquiries to the right teams; draft and send polished correspondence.
Act as liaison between internal teams, vendors, and external partners to ensure timely, clear communication.
Records and data management
Maintain accurate office records, databases, and filing systems (digital and physical), including standardized naming conventions and retention schedules.
Perform regular data checks and updates across key systems to ensure accuracy and consistency.
Project and meeting support
Track deadlines, deliverables, and follow-ups for cross-functional projects.
Prepare project materials, coordinate meeting logistics, and assist with task tracking.
Help monitor project status in collaboration with project managers and team leads.
People and culture support
Assist with onboarding logistics for new employees (equipment requests, system access, welcome materials, first-day schedule).
Update the organizational chart and team directories; coordinate office events and team-building activities.
Systems administration and specialized tools
CRM updates: maintain data accuracy, ownership, and integrity; run simple reports and export lists.
Job file and estimating file management: set up, organize, and maintain job/estimate files with consistent structure and version control.
Procore users' management: create/deactivate users, assign permissions, maintain project access, and support basic user questions.
Core Fix users and files management: manage user access, organize and maintain files, and ensure consistent file-naming and archival practices.
Org chart updates: keep structure current across systems and shared drives.
Remote and hybrid workflow coordination
Support seamless collaboration between in-office and remote staff, including meeting technology, virtual event logistics, and shared calendars.
Monitor and improve communication norms and response SLAs for hybrid teams.
Qualifications
Required
Proven experience in office administration, executive assistance, or related roles.
Strong organizational skills with the ability to prioritize, multitask, and meet deadlines.
Excellent verbal and written communication skills; professional email and document etiquette.
Proficiency with office software and collaboration tools (Microsoft Office Suite; familiarity with Google Workspace, Teams/Zoom, and PDF tools).
Experience with data entry, records management, and document formatting.
Discretion, reliability, and a proactive, solutions-oriented mindset.
High school diploma or equivalent.
Preferred
Experience with CRM platforms (e.g., Salesforce, HubSpot, Follow up CRM) and basic reporting.
Familiarity with project management tools (e.g., Procore, Smartsheet).
Experience administering Procore and/or Core Fix users and permissions.
Basic bookkeeping experience (e.g., expenses, invoices, reconciliations; QuickBooks or similar).
Associate or bachelor's degree in business, communications, or a related field.
Prior experience supporting hybrid or multi-site teams.
What success looks like in the first 90 days
Office operations run smoothly with timely responses to requests and well-maintained supplies and equipment.
Org chart, CRM records, and shared file structures are accurate, up to date, and consistently organized.
Procore and Core Fix user access and file management follow a clear, documented process (provisioning/deprovisioning, permissions, naming conventions).
A reliable cadence for calendar management, meeting support, and follow-ups is established across teams.
Expense processing and budget tracking are timely and documented, with no outstanding items.
Work conditions
Hybrid environment with both in-person and remote collaboration.
Ability to lift and move office supplies or packages up to approximately 20 lbs, as needed.
Occasional early/late hours for meetings, events, or deadlines.
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Referral program
- Vision insurance
Work Location: In person