Job Description
Job DescriptionPosition Overview: As an Office Administrator, you will play a key role in maintaining the efficiency
of our office environment. You will handle a variety of administrative tasks, support team members,
and contribute to a positive and productive work atmosphere.
Key Responsibilities:
● Administrative Support: Manage and coordinate office activities, including scheduling
meetings, handling correspondence, and preparing reports.
● Office Management: Oversee office supplies and inventory, ensure equipment is in good
working condition, and maintain a clean and organized workspace.
● Communication: Serve as the primary point of contact for internal and external
communications, including answering phones, managing emails, and greeting visitors.
● Document Management: Assist in filing, data entry, and document preparation, ensuring
accuracy and confidentiality.
● Vendor Support: Maintain vendor files and compliance with company policies and
procedures.
● HR Support: Help with onboarding new employees and coordinating staff events.
● Problem-Solving: Address and resolve administrative issues and escalate matters as needed
to ensure smooth operations.
Detailed Duties Include:
CUSTOMER SERVICE
o Answer incoming calls to take in new jobs, answer questions, take messages
and connect customers and vendors with the appropriate staff member.
o Participate in the accounts receivable process including following up with clients
on unpaid invoices, preparing lien statements and court filings.
VENDOR MANAGEMENT
o Maintain subcontractor and vendor files to validate compliance with company
requirements.
o Assist with the administrative onboarding of all new subcontractors and
vendors.
o Manage the input process of vendor invoices through Bill.com to ensure they
are being thoroughly and accurately inputted and assigned to the right
approver.
NEW EMPLOYEES
o Assist with on-boarding new employees.
o Orienting new employees to the organization with such tasks as setting up
designated log-ins, workstation, email address, issuing their company provided
equipment and making them feel welcomed.
OFFICE MANAGEMENT
o Maintaining organized online filing systems.
o Support with office needs to keep office running smoothly including such tasks
as managing “house rules”, managing cleaners, maintenance requests, utilities
and office supplies.
o Maintain vehicle trackers to ensure current with registrations, schedule
maintenance, insurance, drivers, etc.
o Greet office visitors.
o Manage office email and mail to ensure accurate filings and communicate
necessary required action to the appropriate personnel.
OTHER
o Participate in on-going problem solving and practicing continuous improvement
of the team and the company.
o Participate in Haven Builders social events, Goal Setting and Review, All Team
Meetings and as many other opportunities as possible to engage with the rest
of the team.
o Complete other projects requested by your supervisor or the leadership team.
o Participate in marketing and business development as the need arises.