Project Administrator

Job DescriptionJob Description

The Office Administrator is responsible for organizing, coordinating, and overseeing office operations and procedures. This role supports the organization's overall efficiency by managing administrative tasks, facilities, office supplies, staff needs, scheduling, and internal communications. The Office Administrator serves as the central hub for day-to-day activities and plays a critical role in maintaining a productive, organized, and welcoming work environment.

Key Responsibilities

· Oversee and manage all office operations and procedures.

· Manage inventory of office supplies and equipment; place orders when needed.

· Ensure maintenance and cleanliness of the office environment.

· Coordinate with vendors, service providers, and building management.

· Serve as liaison between departments and external contacts.

· Organize and schedule meetings, appointments, and office events.

· Prepare and distribute internal communications and memos.

· Assist with budgeting and financial processes, including petty cash and invoice tracking.

· Monitor and manage office expenses and reconcile credit card statements.

· Maintain physical and digital filing systems.

· Support onboarding and offboarding processes for new and departing employees.

· Coordinate IT support and ensure office equipment is functioning properly.

· Create and implement office policies and procedures.

· Oversee mail distribution, courier services, and deliveries.

· Provide executive-level administrative support to leadership, if needed.

· Manage travel arrangements and accommodations for staff.

· Plan staff events, trainings, and celebrations.

· Ensure compliance with health, safety, and security regulations.

· Track time-off requests and office attendance logs.

· Prepare reports, presentations, and spreadsheets.

· Act as the first point of contact for visitors and clients.

· Assist with HR tasks such as policy distribution and employee engagement.

· Handle sensitive or confidential information with discretion.

· Ensure staff have necessary tools and supplies for remote or hybrid work setups.

· Assist with special projects as assigned by leadership.

· Monitor and renew subscriptions, software licenses, and office contracts.

· Coordinate company vehicle usage and maintenance (if applicable).

· Support corporate culture initiatives and workplace morale.

· Review and enter data in timesheets for job cost tracking.

· Additional duties assigned.

Required Qualifications & Skills

· 3+ years of experience in office management, administration, or related roles.

. Associate or bachelor’s degree .

· Must be detailed oriented, punctual, and work well within a team

· Strong organizational and time management skills.

· Proven ability to multitask and prioritize workloads effectively.

· Exceptional communication and interpersonal abilities.

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

· Familiarity with office management tools such as Zoom and Teams

· Comfortable with light bookkeeping and budgeting tasks.

· Ability to maintain confidentiality and exercise discretion.

· Strong problem-solving and decision-making capabilities.

· Ability to work independently and take initiative.

· Basic understanding of human resources practices and procedures.

· Flexibility and adaptability in a fast-paced environment.

· Professional appearance and demeanor.

· Shows strong understanding in construction processes.

· Proven ability to work in fast paced environments.

· Familiarity with office equipment (printers, fax machines, projectors).