Bilingual Office Administrator - Compliance, Payroll & Operations

Office Administrator (Bilingual – Spanish Required; Portuguese a Plus)
📍 Location: Woburn, MA
🕒 Full-Time | Monday–Friday
🏗️ Industry: Construction / Commercial Services

The Office Administrator supports daily business operations by managing compliance documentation, processing payroll, coordinating accounts payable, and handling scheduling across the organization. This role ensures smooth administrative workflow, accurate recordkeeping, and timely communication.

Key Responsibilities

Compliance

• Maintain and track compliance documentation (insurance, safety certifications, licenses, waste manifests, containment logs, state notifications).
• Prepare and update subcontractor, temp labor, and vendor compliance files.
• Ensure adherence to state and federal labor and safety regulations.
• Assist with audits, reporting, and internal compliance reviews.

Payroll

• Collect, verify, and process employee timecards.
• Maintain payroll records and submissions.
• Coordinate prevailing wage and certified payroll reporting.
• Respond to employee payroll inquiries.

Accounts Payable

• Receive, upload, verify, and code vendor invoices.
• Maintain accurate AP records and assist with reconciliations.

Scheduling & Coordination

• Assist with scheduling crews, deliveries, and equipment.
• Maintain calendars and important deadlines.
• Coordinate with project managers on resource allocation.
• Support onboarding scheduling for new hires.

Skills & Qualifications

• 2+ years administrative experience (construction experience is a plus).
• Proficiency with Excel, payroll, and AP.
• Strong organizational skills and attention to detail.
• Strong communication and multitasking abilities.