Office Administrator / Receptionist

HPS Mechanical, Inc. is seeking a highly organized and dependable Office Administrator/Receptionist to support the construction office team in daily operations and administrative processes. This role serves as the first point of contact for visitors and callers while assisting with scheduling, document management, and general office coordination. The ideal candidate will help maintain efficient office workflows and provide administrative support to ensure the team operates smoothly and professionally.

Essential Job Functions:

• Answer multi-line phone, screen, and forward to proper personnel
• Inventory for main office and jobsite supplies
• Maintain office and kitchen supplies
• Receive mail/material deliveries and distribute
• Receive, sort, scan, and file all packing slips, receipts, misc. paperwork and organizing into proper folders and/or sending to appropriate personnel
• Employee onboarding paperwork and orientation
• Accurately submitting and processing badging paperwork for all required employees and maintaining logs and communicating with base sponsors and personnel for any badging issues
• Assist in processing purchase orders and project closeout documents
• Prepare safety documents for each project and keep an up to date log on safety certificates for field employees
• Must be able to follow up on open items and work independently
• Attends meetings as required for note taking
• Other clerical duties such as filing, mailing, printing, etc.

Knowledge & Skills:

• Outstanding organizational skills
• Critical thinker and problem-solving skills
• Team player with great interpersonal and communication skills
• Excellent time-management skills
• Proficient with Microsoft office, specifically Word and Excel
• Proficient in Bluebeam

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Expected hours: 40 per week

Benefits:

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

Work Location: In person