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Office Administrator

Vantage Recruiting

Mobile, Alabama

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JOB DETAILS
SKILLS
Accounting, Accounts Payable, Administrative Skills, Advertising, Beverages, Billing, Communication Skills, Construction, Construction Engineering, Custodial Services, Customer Support/Service, Detail Oriented, Documentation, Driver's License, Establish Priorities, File Systems, General Ledger Accounting, High School Diploma, Human Resources, Interpersonal Skills, Inventory Management, Mail Processing, Maintenance Services, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft Word, Multitasking, Off-Site Storage, Office Management, Operations, Order Delivery, Order Supplies, Organizational Skills, Presentation/Verbal Skills, Pricing, Procurement Management, Purchase Orders, Purchasing/Procurement, Record Keeping, Records Management, Systems Maintenance, Telephone Skills, Time Management, USPS (United States Post Office), Writing Skills
LOCATION
Mobile, Alabama
POSTED
21 days ago
Job Title: Office Administrator
Job Type: Full-time
Location: Mobile, AL
 
Job Summary:
Our client is seeking a highly organized and dependableOffice Administratorto support the daily operations of their construction office. This individual will serve as the first point of contact for visitors and callers while providing administrative, accounting, purchasing, and office management support. The ideal candidate is detail-oriented, able to prioritize multiple responsibilities, and enjoys working in a fast-paced team environment.
 
Responsibilities:

Office Administration

  • Serve as the primary receptionist by answering and directing incoming phone calls and greeting visitors.
  • Receive, date stamp, sort, and distribute incoming mail and packages.
  • Prepare outgoing shipments using USPS, UPS, and FedEx.
  • Pick up and deliver mail daily.
  • Coordinate office maintenance and schedule repairs as needed.
  • Run company errands, including office supply and miscellaneous purchases.
  • Maintain office organization, kitchen, breakroom, and common areas.
  • Restock office, janitorial, and breakroom supplies.
  • Maintain inventory of office supplies and coordinate purchasing while comparing pricing from vendors.
  • Maintain annual office supply inventory for audit purposes.

Purchasing & Office Support

  • Order office supplies, paper products, snacks, beverages, and superintendent supplies.
  • Order shipping supplies and postage machine materials.
  • Provide purchase order numbers to field personnel as requested.
  • Coordinate submittal pickups with vendors and subcontractors.

Human Resources Administration

  • Assist with employment applications for walk-in applicants.
  • Prepare new hire onboarding packets and verify all required documentation is complete.
  • Copy identification documents and organize employment records.
  • Coordinate pre-employment orientation and drug/alcohol testing.
  • Maintain and update employment packet forms annually.
  • Assist with recruitment advertisements as needed.

Accounts Payable Support

  • Date stamp and code invoices for job costing and general ledger allocation.
  • Match invoices with purchase orders and delivery tickets.
  • Communicate with vendors and field personnel to obtain missing documentation.
  • Assist with monthly statement reconciliations and invoice research.
  • Monitor tax-exempt purchases and request vendor credits when applicable.
  • File accounts payable documentation and maintain organized vendor records.
  • Assist with credit applications and vendor account maintenance.
  • Support monthly accounts payable processing and job costing activities.

Records Management

  • Maintain active and archived company files.
  • Prepare annual archive boxes for off-site storage.
  • Coordinate document retrieval and destruction with the records management vendor.
  • Update file organization systems and archive databases.
Qualifications:
  • High school diploma or GED required; Associate's degree preferred.
  • 3+ years of administrative or office management experience, preferably within construction, engineering, or a related industry.
  • Experience supporting Accounts Payable, purchasing, or accounting functions preferred.
  • Proficient with Microsoft Office, including Outlook, Word, and Excel.
  • Strong organizational skills with exceptional attention to detail.
  • Excellent verbal and written communication skills.
  • Ability to manage multiple priorities while meeting deadlines.
  • Professional customer service and interpersonal skills.
  • Valid driver's license with the ability to run occasional company errands.

About the Company

V

Vantage Recruiting

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