Office Admin

Office Administrator

Department: Administration
Reports To: President/Controller
Employment Type: Full-Time
Hours: Monday–Friday, 8:00 AM–5:00 PM

Position Summary

Empire Building Construction is seeking a reliable, organized, and customer-focused Office Administrator to serve as the first point of contact for our office. This position is responsible for providing administrative support, answering phones, greeting visitors, assisting with light accounting duties, and ensuring the office operates efficiently on a daily basis.

The ideal candidate is professional, detail-oriented, able to multitask, and enjoys working in a fast-paced office environment.

Essential Duties & Responsibilities

Front Office & Customer Service

• Answer and direct incoming phone calls professionally.
• Greet customers, vendors, and visitors.
• Take accurate messages and relay them promptly.
• Respond to general inquiries and provide excellent customer service.
• Maintain a clean, organized, and welcoming reception area.

Administrative Support

• Perform data entry and maintain accurate records.
• Scan, file, copy, and organize company documents.
• Prepare letters, forms, and correspondence.
• Order office supplies and maintain inventory.
• Assist various departments with administrative tasks.
• Schedule meetings and assist with calendars when needed.

Accounting Support

• Assist with accounts payable and accounts receivable.
• Process invoices and purchase orders.
• Enter financial information into accounting software.
• Assist with credit card reconciliations.
• Support payroll and accounting staff with miscellaneous tasks.
• Maintain confidential financial records.

General Office Operations

• Distribute incoming mail and prepare outgoing mail.
• Maintain office equipment and coordinate service requests.
• Assist with company events and employee communications.
• Complete miscellaneous projects as assigned.
• Help improve office organization and administrative processes.

Qualifications

• High school diploma or equivalent required.
• Previous administrative or office experience preferred.
• Basic accounting or bookkeeping experience is a plus.
• Proficient in Microsoft Office (Outlook, Excel, Word).
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to multitask and prioritize work effectively.
• Professional appearance and positive attitude.
• Ability to maintain confidentiality.

Preferred Skills

• Experience in construction or a similar industry is a plus.
• Familiarity with accounting software such as QuickBooks or Spectrum/Viewpoint is preferred but not required.
• Strong attention to detail.
• Ability to work independently and as part of a team.
• Excellent problem-solving skills.
• Bilingual in Spanish (preferred)

Physical Requirements

• Ability to sit for extended periods.
• Occasionally lift up to 25 pounds.
• Ability to use standard office equipment, including computers, printers, copiers, and phones.

Benefits

• Full-time, Monday–Friday schedule
• Evenings and weekends off
• Competitive pay based on experience
• Paid time off and holiday pay (per company policy)
• Health, dental, vision, and 401K

• Opportunity for growth within Empire Building Construction

Our Ideal Candidate

We're looking for someone who enjoys being the person everyone can rely on. If you're organized, friendly, dependable, and take pride in keeping an office running smoothly, we'd love to have you join our team!