Office Administrator

Office Administrator

The Office Administrator supports the organization's goals by performing a broad range of responsibilities, including accounting support, operational coordination, office administration, and general administrative functions. This role contributes to the overall efficiency and effectiveness of the team and involves cross-functional collaboration with the National Accounting, Operations, and Human Resources departments.

Key Responsibilities

Accounting Support

• Prepare check requests for open account invoices as needed.
• Coordinate check processing with National Accounting Administrators.
• After receiving Regional Manager of Accounting Operations & Administration approval, coordinate weekly subcontractor and material check processing with the National Accounting Administrators, ensuring checks are mailed via USPS or overnight courier services.
• Coordinate vendor payments via Corpay with National Accounting Administrators, including ongoing follow-up on stale checks and maintenance of the open check and credit card logs.
• Route check register reports to appropriate approvers and obtain required approvals prior to the release of payments.
• Regularly request Wintrust stale check information from Regional Manager of Accounting Operations & Administration. Follow up with vendors as needed, and request payment voids and reissuance. When voiding a stale check without reissuing payment, ensure the corresponding invoice is also voided. Reference unclaimed property laws in conjunction with National Accounting and clearly document the reason for voiding the invoice. (e.g., account statement reflects no balance, vendor confirmed account is paid in full, etc.).
• Support Core Services with quarterly vendor statement reviews by referencing GLAC reports (5560–5570 and 6170–6700), adding any new vendors to the master listing—excluding those who provide monthly statements (e.g., Amazon). For vendors who submit monthly statements, review Core Services' updates for accuracy and provide direction as needed.
• Monitor Image Manager for pending invoice approvals, particularly during month-end and year-end close.
• Support vendor management processes, including submitting W9s for new vendor setup requests to the National Accounting Department, completing credit applications, and following up on returned 1099s.
• Complete new client/customer forms, including banking information as needed, and task the Regional Manager of Accounting Operations & Administration for review and approval before returning to the client.
• Promptly deposit and accurately code incoming payments—including owner payments, refunds, and miscellaneous transactions.
• Ensure electronic payments are coded and deposit notifications are completed promptly, using information provided by the Regional Manager of Accounting Operations & Administration.
• Monitor and follow up on outstanding refunds to ensure timely collection.
• Follow up with vendors and team members to resolve unidentified refunds or payments.
• Maintain the funding spreadsheet by updating cash receipts and following up with Project Accountants on any aging payments.

Fleet & Equipment Support

• Coordinate with the Operations Assistant to support local company vehicle processes, including registration, maintenance, branding, fuel cards, tolls, violations, recalls, vehicle transportation, equipment setup, driver assignments, and liquidations.
• Promptly communicate vehicle and driver changes to the Operations Assistant to ensure timely updates to Enterprise and WEX systems.
• Assist in gathering and submitting vehicle information for insurance and tax reporting as requested by the Operations Assistant.
• Distribute and maintain company-issued cell phones and air cards under the guidance of the Operations Assistant.

Office Administration

• Greet and direct visitors in a professional and welcoming manner.
• Open, sort, and distribute incoming mail and packages; notify recipients upon delivery.
• Provide clerical support for outgoing packages, including coordination of IT equipment shipments.
• Order and stock office supplies, and coordinate procurement of parking validations.
• Serve as backup receptionist for incoming calls for Core Services during holidays and special events.
• Manage kitchen and break area upkeep, including end-of-day clean-up after catered meetings, weekly refrigerator cleaning, and drink restocking.
• Ensure the office remains clean, organized, and functional at all times.
• Oversee office maintenance and coordinate with vendors or building management as needed.
• Coordinate with building management to issue or update parking access and key fobs as needed.

• Coordinate conference room reservations and submit general service requests to support day-to-day office operations.
• Coordinate meal orders and onsite or offsite arrangements for team trainings, meetings, and special events.

Administrative and Operational Support

• Assist with new hire onboarding by issuing necessary equipment and supplies (e.g., gas cards, cell phones, PPE, Home Depot cards). For offices without onsite Human Resources, facilitate day-one equipment setup and provide basic technical support for virtual onboarding. Support employee offboarding by collecting company-issued equipment from the employee, Human Resources, or Supervisor.
• Coordinate jobsite mobilization and demobilization, including safety postings, data lines, trailers, copier rentals, and supplies.
• Prepare permit authorization letters and supporting documents as needed.
• Serve as backup for Core Services with temporary employee housing and travel logistics.
• Support jobsite badging and other project-specific administrative tasks.
• Maintain vehicle records and documentation required for audits, compliance, and internal policies.
• Collaborate with internal departments to streamline administrative coordination and ensure consistent support.
• Provide administrative support including document preparation, reporting, data entry, recordkeeping, and other tasks as assigned to ensure efficient office operations.

Skills, Knowledge and Expertise

Technical

• Proficiency with CMiC, Box, and Microsoft Office Suite.
• Strong document and inventory management skills (digital and physical).
• Ability to troubleshoot and resolve basic technical issues.

Business and Management

• Strong organizational and time-management abilities.
• Ability to prioritize tasks and manage multiple deadlines.
• Basic understanding of business operations and workflows.
• Resourceful in solving problems and improving processes to support operational efficiency.

Interpersonal

• Effective written and verbal communication skills.
• Ability to collaborate with diverse teams.
• Professional demeanor and customer service orientation.

• Detail-oriented and self-motivated.
• High degree of integrity and accountability.
• Willingness to learn and adapt in a dynamic environment.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Qualifications

• High school diploma or equivalent required; Associate's degree in Business Administration, Accounting, or a related field preferred.
• 1+ years of experience in administration, accounting support, or operations coordination.
• Familiarity with fleet management, accounts payable and receivable, vendor coordination, and general office operations preferred.

Physical Demands

• Ability to sit or stand for extended periods.
• Occasional lifting of items up to 10 lbs.
• Use of standard office equipment (computer, phone, copier, etc).

Work Environment

• Primarily an office-based role with a standard Monday–Friday schedule.
• May involve occasional travel or remote work as needed.
• Typical indoor working conditions with standard lighting and ventilation.

Physical Demands: Performance of the required duties will require physical ability to navigate office and other spaces. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. Work Environment: Generally this position works in an office environment. Occasionally this position will visit active construction projects, where company-provided PP&E is required. These are considered the core responsibilities of the position. Employees are encouraged to reach beyond their current responsibilities in an effort to foster professional growth, but only as they are able to remain accountable for their core responsibilities.

W.E. O'Neil is committed to an inclusive environment for all employees and applicants and will make all employment-related decisions