office administrator

Job Description

Job Description

Project/Office Administrator

The Project Administrator will provide administrative and logistical support to the entire Project Management team. This person will collaborate with all key stakeholders during projects and assist in coordinating the activities of designated projects to ensure that project objectives are accomplished within the agreed schedule and budget.

The Office Administrator plays a key role in ensuring the efficient operation and friendly, professional, and helpful atmosphere. The primary responsibility is to coordinate communications and delivery of administrative support services to our staff and clients, and to assist with special projects as assigned.

Responsibilities:

• Coordinate incoming new jobs/job inquiries by phone
• Create and maintain physical job and vendor accounting files
• Create and send AR invoices, update job tracking system and files accordingly
• Post job related AP invoices
• Post job related visa receipts, reconcile job related visa statements
• Post payroll hours
• Create quotes as requested, post in accounting and job tracking systems
• Subtrade administration
• Record change orders and other contract modifications, approvals and any additional services related to billing
• Prepare weekly project summaries
• Receives, screens, logs, and routes correspondence, attaching necessary background information and maintain follow-up for action and deadlines
• Standard office administration duties
• Perform additional assignments as required