Office Administrator - Full-time

Position Overview:
The Office Administrator is responsible for the smooth and efficient operation of the office while providing administrative and operational support to estimating, project management, and field teams. This role serves as a central point of coordination for office communications, project and financial documentation, bid support, and office logistics. The ideal candidate demonstrates strong communication and problem-solving skills, the ability to adapt quickly to changing priorities and operational needs, and a high level of organization to support day-to-day business operations and project execution.

Key Responsibilities 

The list below is illustrative and is not a comprehensive list of all duties that may be assigned.

• Provides administrative and operational support to office, estimating, project management, and field teams.
• Answer and route incoming calls and correspondence accurately
• Receive, sort, scan, and distribute incoming mail, packages, and documentation.
• Scan, code, upload, and process invoices, receipts, and credit card documentation in accordance with company procedures.
• Maintain accurate filing systems for financial, project, vendor, and equipment documentation.
• Deposit incoming payments and assist with accounts receivable and payable support as needed.
• Coordinate bid support activities, including ordering plans/specifications, preparing bid documents, and creating digital access links.
• Attend bid openings when required and act as company representative as assigned.
• Create Redbooks and support documentation for project managers and superintendents.
• Upload subcontractor agreements, COIs, and compliance documentation into company system.
• Communicate with vendors and subcontractors on behalf of project managers regarding billing issues and documentation requests.
• Coordinate delivery, pickup, and maintenance scheduling for jobsites support equipment including Connex boxes, dumpsters, and porta-johns.
• Maintain weekly manpower and equipment tracking documentation and post updates as required.
• Assist with certified payroll submissions when required by project specifications.
• Coordinate with insurance providers to request bid bonds, certificates of insurance, and related documentation.
• Maintain records related to company equipment, registrations, permits, titles, and property tax documents.
• Manage office supply inventory, PPE restocking, and general office logistics.
• Coordinate office cleaning services and maintain organization of shared spaces.
• Support division wide communications, meetings, and administrative projects as assigned.
• Assist with scheduling, event coordination, and office operations support.
• Perform additional administrative and operational duties as needed to support business operations.

EXPERIENCE/EDUCATION:

• This position requires an understanding of office management in a construction office.
• A High School Diploma is required; an Associate’s Degree is preferred for this position.
• Bilingual, Spanish speaking is a plus

Required Qualifications 

• Strong organizational and prioritizing skills
• Ability to multi-task
• Computer skills MS Excel and Word software programs; Familiarity with Vista preferred.
• Efficient verbal and written communication
• Accurate data entry
• Moderate analysis and interpretation required for problem solving
• Ability to work with teams and other divisions independent judgment required using existing guidelines to determine work methods

Physical Requirements 

• Work outdoors in various weather conditions 

• Lift and carry up to 50 lbs. 

• Perform physical tasks: bending, squatting, climbing, kneeling 

• Comfortable with heights, tight spaces, and near heavy equipment 

Benefits 

• Competitive Wages 

• Health & Dental with generous employer contribution 

• Supplemental Insurances (Vision, FSA, Dependent Care, Short-term Disability, Critical Illness, etc.)  

• Paid Holidays 

• Generous PTO 
• Employee Stock Ownership Plan (ESOP)

• …and more!  

Rifenburg Companies follow EEO Federal and State guidelines prohibiting employment and job discrimination. It is the policy of Rifenburg Companies to provide for and promote equal employment opportunity in employment compensation and other terms and conditions of employment without discrimination based on age, race, creed, color, national origin, gender, sexual orientation, disability, marital status, Vietnam Era Veteran status, genetic predisposition, carrier status or any legally protected status. 

The policy applies to all employment practices and actions. It includes, but is not limited to, recruitment, job application process, examination and testing, hiring, training including apprenticeship and on-the-job training, disciplinary actions, rate of pay or other compensation, advancement, classification, transfer, reassignment and promotions.