Office Administrator - Construction Industry

Brooklyn, NY

$65,000 - $85,000

This job entails fielding and responding to customer inquiries, completing back-end office work, and ensuring that projects keep moving. Good customer service skills are a must.

Candidate should be very detail-oriented to transpose and organize accurate measurements, specific quantities, and different varieties of items.

The environment is changing and growing, and the candidate should be comfortable creating new processes and solutions.

The office is situated in Brooklyn. Ideally, the candidate should be able to travel to the office on an as-needed basis.

The Office Administrator in the construction industry is a key support role responsible for managing administrative tasks, ensuring efficient office operations, and providing assistance to the construction team. This individual plays a vital role in maintaining organized documentation, coordinating office activities, and facilitating communication among internal and external stakeholders.

Responsibilities:

• Administrative Support: Perform general administrative tasks, such as answering phones, managing emails, and handling correspondence.
• Maintain and organize office files, records, and documents, ensuring accuracy and confidentiality.
• Assist in the preparation of reports, presentations, and project documentation as needed.
• Project Coordination: Assist project managers and construction teams with administrative tasks related to project planning, scheduling, and execution.
• Coordinate meetings, appointments, and site visits, ensuring all stakeholders are informed and prepared.
• Track project timelines, milestones, and deliverables to support project management efforts.
• Procurement and Inventory Management: Assist in purchasing office supplies, equipment, and materials required for construction projects.
• Maintain inventory records, track stock levels, and reorder supplies as needed to ensure continuity of operations.
• Coordinate deliveries and shipments, verifying accuracy and resolving any discrepancies.
• Contract Management: Assist in the preparation, distribution, and filing of contracts, agreements, and subcontractor documentation.
• Track contract expiration dates, renewal notices, and compliance requirements to ensure timely action.
• Liaise with vendors, subcontractors, and suppliers to obtain necessary documentation and updates.
• Health and Safety Compliance: Support the implementation and maintenance of health and safety policies and procedures in the office and on construction sites.
• Assist in organizing safety training sessions, maintaining safety records, and ensuring regulatory compliance.
• Communication and Coordination: Serve as a point of contact for internal teams, external vendors, clients, and visitors, providing assistance and information as needed.
• Facilitate communication among project stakeholders, distributing relevant updates, meeting minutes, and documentation.

Qualifications:

• High school diploma or equivalent.
• Proven experience in office administration, preferably in the construction industry or a related field.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office software applications.
• Strong organizational skills, with the ability to prioritize tasks, manage time effectively, and meet deadlines.
• Excellent communication skills, both verbal and written, with the ability to interact professionally with diverse stakeholders.
• Attention to detail and accuracy in data entry, record-keeping, and documentation management.
• Familiarity with construction terminology, processes, and industry-specific software (e.g., Procore, PlanGrid) is a plus.
• Ability to work independently with minimal supervision and collaborate effectively within a team environment.