Office Admin

POSITION SUMMARY

The Office Coordinator provides the first point of contact for Chesapeake Contracting Group by greeting our clients, stakeholders, and associates.

The person reports to HR and supports several Executives and is pivotal to the office running smoothly and efficiently.

RESPONSIBILITIES

Front Desk

• Welcome visitors with a friendly and helpful attitude
• Receive incoming calls, and answers inquiries and directing to the appropriate person
• Maintain a professional appearance
• Maintain a clean, organized front lobby
• Direct visitors appropriately

Administrative Responsibilities

• Manage daily office operations, including administrative tasks such as answering phones, responding to emails, coordinating meetings and overseeing project schedules
• Organize and maintain files, records, and databases
• Create and implement office policies and procedures, including safety protocols and best practices
• Coordinate with contractors, vendors, and suppliers to ensure job site materials and supplies are on schedule and within budget
• Prepare and manage financial reports, including budgets, invoices, and payroll
• Act as a liaison between clients, managers and construction teams to ensure open communication and timely project completion
• Receive, stamp, and deliver incoming mail and packages
• Send outgoing mail and packages
• Order supplies for office and field employees
• Conduct office supply inventory and stock supplies when received
• Stock the kitchen with coffee supplies daily
• Stock the copy areas with paper and supplies
• Enters equipment hours and locations for equipment at jobsites and sends out to appropriate associated weekly
• Runs dishwasher each evening and unloads dishwasher each morning
• Turns TVs and fireplace on and off each day
• Provide lunch for the executives
• Maintain PTO Calendar Weekly
• Send out FedEx Invoice weekly to Accounts Payable
• All others duties as assigned

Requirements

• Excellent communication and interpersonal skills
• Excellent organizational and time-management skills

Traits

• Efficient
• Communication
• Accountable
• Work Cooperatively with other Departments
• Detail Oriented & Thorough
• Proactive
• Flexible
• Professional under pressure
• Dependable
• Computer Proficient
• Time Management
• Highly organized
• Exceptional attention to detail
• Patient

Benefits

📌 A flexible work environment

📌 State-of-the-art technology to get the job done

📌 New office spaces designed for today’s working environment

📌 Great benefits including healthcare, 401K match, wellness programs

📌 Opportunities for advancement and leadership training