Office Administrator

The McDonnel Group is a values-driven organization which views our talented team of professionals as our greatest asset. It is our mission to provide comprehensive construction services and deliver the highest standards to our valued clients. We can only fulfill our mission through our people, and their innovative and motivated approach to work.

Summary

The Office Administrator directly contributes to the overall success of office operations daily. This position serves as our first point of contact and as our representative for The McDonnel Group to both internal and external customers, by phone and in person. The Office Administrator works collaboratively with and across all departments to ensure that office processes run as smoothly as possible. As one of the few positions that interact directly with every department, this role should feel comfortable making suggestions for improvement as opportunities arise.

Essential Job Functions

Reception

• Greet customers, clients, and subcontractors courteously and professionally, whether in person or on the phone
• Maintain a welcoming presence for our guests and clients who visit our office.
• Stamp, distribute, and scan incoming mail daily (as required); weigh and stamp outgoing mail and have it ready daily for the postman pick-up; this includes faxes, incoming and outgoing, and checking the box every day for activity. Print out and distribute as requested.
• Maintain supplies for restrooms and kitchen area, including replenishing supplies when needed (i.e., cups, plasticware, paper towels, toilet paper, etc.)
• Maintain conference room calendar (front reception and training rooms only)
• Ensure that the audio/video presentation is displayed on the Lobby and Front Conference Room televisions, as necessary.

Office Administration

• Order office and machine supplies and ensure that additional office supplies, including machine supplies, are on hand (e.g., toner, paper, pens, staples, paper clips, etc.)
• Monitor vendor pricing for office supplies for the main and field offices to ensure the best pricing
• Purge appropriate hard copy files that are older than 3 months.
• Scan, upload to Box, and shred files as requested.
• Notify and work with Ridgelake Building Management to address any maintenance needs within the office.
• Maintain Company Office Machines (Fax, Copier, Printer, Postage, and Telephones) – load paper in fax, copier, and printer every morning and after lunch. Make service calls for repairs.
• Send documents/ checks via FedEx when needed; May be required to drive to FedEx for time-sensitive mailings.
• Take proactive measures to help the overall operations of the office run smoothly and save the company money on necessary expenses.
• Other duties as assigned.

Technology

• Administrative oversight of IT and Company equipment, as well as tracking and communicating with our 3rd Party IT service regarding tickets and open items.
• Contact General Informatics for any Priority issues that need to be addressed.
• Work closely with Human Resources to ensure new employees have the necessary technology and equipment needed prior to their first day with us. Contact General Informatics for email setup, phone setup, updating the phone list, adding the alarm code, and adding to printers.
• Work closely with Human Resources to complete administrative tasks related to offboarding employees: Remove alarm code from system, update phone list, forward phone calls to designated person, contact General Informatics to repurpose laptops and iPads, forward emails to designated person, and remove employee from printers.
• Resolve/ get help to address any issues with the phone system.

Vendor Management and Coordination

• Contact the Notary when needed.
• Contact Blaze Courier when needed.
• Contact Allfax when Printers have issues or need maintenance.
• Administrative oversight of janitorial company performance and corresponding with them as needed.
• Set up utilities for jobs (Cox, Entergy, other similar based on location)
• Set up Hotspots and Starlink and distribute to job sites.

Competencies

• Must demonstrate exceptional customer service, internally and externally.
• Excellent verbal and written communication skills
• Excellent organizational and time management skills
• Must be self-motivated, with the ability to prioritize tasks.
• Must exercise the highest degree of discretion with confidential information

Education/Experience

• High School Diploma required; Associates Degree or higher preferred
• 3 years of experience as a receptionist in a professional office setting
• Proficient with Microsoft Office,
• Must be able to successfully pass a pre-employment criminal, driving, and drug screen
• Must possess a current and valid state driver’s license and a clean driving record

Physical Demands

The physical demands described here are representative of those required of an employee to perform the essential functions of this job successfully. While performing the duties, the employee is regularly required to use close vision to read engineering blueprints and reduced-size black-and-white drawings, specifications, fine print, reports, schedules, estimates, spreadsheets, summaries, and other documents in either hard copy or on a computer monitor. Must be able to converse on the telephone and in person, use hands and fingers to write and type, prepare email messages with attached files, and use personal computers and calculators. The employee will periodically need to lift and/or carry heavy documents, such as specifications and/or equipment, weighing up to 25 pounds.

EEO Statement

The McDonnel Group, LLC is an Equal Opportunity / Affirmative Action employer committed to diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other factor protected by applicable federal, state, or local laws. Individuals who require reasonable accommodations under the Americans with Disabilities Act to participate in the search process should notify Human Resources.