Office Administrator

Job Description

The Executive Assistant is a key administrative role responsible for maintaining an organized, efficient, and welcoming office environment. This role supports company operations by managing front-desk duties, coordinating office functions, supporting the office with administrative tasks, and serving as a primary point of contact for internal teams, subcontractors, vendors, and visitors. This position is based at the front desk and functions as the office’s receptionist, ensuring visitors and callers are greeted professionally while helping keep daily office operations running smoothly.

Job Responsibilities:

Office Management

• Serve as the first point of contact at the front desk, greet visitors, subcontractors, vendors, and deliveries in a professional, friendly manner.
• Answer and direct phone calls and emails, take messages, and respond to or redirect general inquiries.
• Manage incoming/outgoing mail, courier packages, and office shipments.
• Maintain and ensure cleanliness of common spaces, including reception area, kitchens and conference rooms.
• As needed, assist in coordinating maintenance and repairs.
• Oversee general office duties, such as ordering and maintaining office supplies (i.e. Costco, Perimeter, etc.); maintain printer/copier ink cartridges; maintain company files.

Administrative Support

• Regularly update company directories; maintain company SharePoint site
• Maintain company Salesforce information
• Assist in scheduling meetings and travel arrangements for the leadership team.
• Aid Project Management team at times on project administration.

Event Coordination

• Coordinate lunch and learns, including invitations, food and logistics
• Lead and/or assist in planning company events, as assigned.

This job description is intended to outline those functions typically performed by individuals assigned to this position. This description is not intended to be all inclusive or to limit the discretionary authority of supervisors/managers to assign other tasks of similar nature or level of responsibility. Structor Group, Inc. reserves the right to change this position as required. This position is not eligible for remote work due to its visitor-facing nature.

Qualifications:

• High school diploma or higher degree in a related field preferred.
• Proven experience as an administrative assistant or in a similar role, preferably in the construction industry.
• Strong proficiency in MS Office applications (Word, Excel, PowerPoint) and other relevant software.
• Exceptional organizational and time-management skills with the ability to prioritize tasks effectively.
• Excellent communication skills, both written and verbal.
• Attention to detail and accuracy in handling documentation and data.
• Ability to work independently and collaboratively in a fast-paced environment.
• Knowledge of basic accounting and financial processes a plus.
• Familiarity with project management principles and software is beneficial.
• Willingness to learn and adapt to changing priorities and responsibilities.
• Maintain a professional appearance while working and representing the Company.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: In person