Job Description
Job Description
Office Administrator
Position Overview
BK Tile & Stone is seeking a highly organized, dependable Office & Compliance Administrator to support the day-to-day operations of our headquarters.
This position will serve as a central administrative resource for the company and work closely with management, accounting, contracts, project teams, and field personnel.
This is an ideal role for someone who takes ownership, enjoys keeping an office organized, and is comfortable managing a wide variety of administrative, compliance, and documentation-related responsibilities.
Responsibilities
- Manage the general day-to-day organization and appearance of the office
- Maintain and restock office supplies, stationery, pantry, refrigerator, and other office necessities
- Answer and direct calls coming through the company's main telephone line
- Receive visitors, deliveries, mail, and packages
- Coordinate outgoing mail, FedEx, UPS, courier services, and similar deliveries
- Perform notarial services for company documents as required
- Coordinate and maintain SIDA, SWAC, and other project/site badging and credentialing
- Maintain records of employee badges, expirations, renewals, and related documentation
- Complete and maintain contractor prequalification applications
- Assist with applications and renewals for government agencies, public authorities, and other organizations with which the company performs work
- Gather company, financial, safety, insurance, licensing, and project information required for prequalification packages and applications
- Assist the Contracts Department with administrative documentation, contract exhibits, forms, correspondence, and recordkeeping
- Organize, request, track, and maintain Certificates of Insurance (COIs) and other insurance documentation
- Coordinate with insurance brokers as necessary for certificates, endorsements, and updated documentation
- Maintain organized electronic and physical company records
- Scan, file, distribute, and archive corporate and project documentation
- Maintain calendars for recurring corporate requirements, including insurance renewals, licenses, registrations, permits, certifications, and similar expirations
- Manage company vehicle documentation, including registrations, renewals, insurance cards, inspections, toll-related documentation, and vehicle records
- Assist with vendor and subcontractor setup paperwork and administrative requests
- Coordinate office vendors and service providers as needed
- Assist management and other departments with general administrative projects
- Help prepare documentation requested for audits, compliance reviews, project onboarding, and owner/GC requirements
- Track outstanding administrative items and proactively follow up until they are completed
- Help establish and maintain organized administrative systems and procedures as the company continues to grow
Qualifications
- Prior experience in an administrative, office management, executive assistant, construction administration, or similar role
- Current Notary Public commission required
- Strong organizational skills and exceptional attention to detail
- Ability to manage multiple responsibilities and deadlines simultaneously
- Strong written and verbal communication skills
- Comfortable communicating with employees, executives, clients, vendors, insurance representatives, government agencies, and outside organizations
- Proficiency with Microsoft Outlook, Word, Excel, Adobe Acrobat, and general office software
- Comfortable completing online applications, uploading documentation, maintaining spreadsheets, and learning contractor/vendor portals
- Ability to handle confidential company information professionally
- Strong follow-through and the ability to work independently
- Construction industry experience is strongly preferred
- Experience with contractor prequalification platforms, insurance documentation, government/public agency applications, or construction compliance is a plus
We are looking for someone who will become the go-to administrative and compliance person for our headquarters.
The right candidate notices what needs to be done, stays ahead of deadlines, keeps accurate records, follows up on outstanding items, and makes sure administrative, and compliance responsibilities do not get lost between departments.
This is more than an answering-the-phones position. We are looking for someone who can take ownership of the administrative side of a busy construction company and help keep the office organized, compliant, and running efficiently.