Office Administrator

Job Summary
The Office Administrator plays a critical role in supporting day-to-day operations for a growing construction company. This position is responsible for overseeing office administration, coordinating accounting workflows, supporting project managers, and maintaining accurate financial and job records. This role works closely with project managers and an outsourced accounting firm.

Key Responsibilities

Office Management & Administration

· Manage daily office operations, supplies, filing systems, and organization

· Serve as the primary point of contact for calls, emails, vendors, subcontractors, and clients

· Maintain company, employee, and job records

· Handle mail, scanning, and document routing

Bookkeeping & Accounting Coordination

· Process bills, invoices, and receipts using established workflows

· Upload and route invoices through Bill.com and accounting portals

· Track expenses, reimbursements, mileage, and credit card receipts

· Coordinate with outsourced accounting firm on accounts payable, accounts receivable, and payroll preparation

· Monitor vendor W-9s, insurance certificates, and compliance documentation

Buildertrend & Project Support

· Manage Buildertrend including job setup, documentation, change orders, and invoicing

· Support Project Managers with contracts, permits, inspections, and job closeouts

· Maintain accurate and complete job files and reports

· Prepare information and reports for production meetings

Payroll & HR Support

· Track and review employee timesheets and PTO

· Support hiring, onboarding, and employee setup in Buildertrend

· Coordinate benefits enrollment and new hire documentation

Additional Duties

· Coordinate subcontractor insurance certificates

· Assist with marketing communications and client outreach

· Support safety meetings and company events

· Provide administrative support to ownership and leadership

QualificationsRequirements

· 3+ years of office management and bookkeeping experience

· Construction industry experience strongly preferred

· Proficiency with Microsoft Office Suite (Outlook, Word, and Excel)

· Strong organizational skills and attention to detail

· Experience with Bill.com, QuickBooks and Buildertrend

· Familiarity with permits, compliance requirements, and insurance documentation

Pay: $24.00 - $32.00 per hour

Benefits:

• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan

Work Location: Hybrid remote in Portland, OR 97232