Office Administrator

C&C Millwright Maintenance, Inc.Job Description: Office AdministratorJob Title: Office AdministratorDepartment: AdministrationReports To: ManagementEmployment Status: Full-TimeLocation: Greeneville, TennesseePosition SummaryThe Office Administrator is responsible for the efficient day-to-day operation of the C&C Millwright Maintenance office. This position provides administrative, clerical, customer service, payroll, accounting, project support, and general office coordination to help ensure the smooth operation of the company.The Office Administrator serves as a central point of contact for employees, customers, vendors, and visitors and is expected to maintain a professional, organized, and service-oriented office environment.Essential Duties and ResponsibilitiesOffice Administration• Answer and direct incoming telephone calls and respond to general email correspondence.• Talk with customers, vendors, applicants, and visitors in a professional manner.• Maintain an organized, professional, and efficient office environment.• Maintain office supplies and coordinate the purchase of necessary materials and equipment.• Organize and maintain electronic and paper filing systems.• Schedule meetings and assist with company events and other administrative activities.• Maintain company calendars, contact lists, and general administrative records.Accounting and Financial Support• Assist with accounts receivable, tracking customer payments, and following up on outstanding balances as directed.• Assist with credit card receipts, expense reports, purchase documentation, and other financial records.• Work with company leadership and outside accounting personnel to provide requested documentation and information.• Maintain confidentiality of financial and company information.Payroll and Employee Support• Maintain employees pay files and other personnel records in accordance with company procedures.• Works with management and project managers to assign personnel to job assignments based on their skill sets, qualifications and availability. Project and Operations Support• Assist project managers, supervisors, and field personnel with administrative and documentation needs.• Prepare and distribute work orders, reports, correspondence, and other company documents.• Maintain project-related files, customer documentation, purchase orders, and other records as assigned.• Coordinate travel arrangements, lodging, and other logistical needs for employees when required.• Assist with the preparation of reports, spreadsheets, and presentations.General Responsibilities• Maintain a high level of confidentiality regarding employee, customer, financial, and company information.• Communicate professionally and effectively with employees, customers, vendors, and management.• Identify opportunities to improve office organization and administrative processes.• Follow all company policies, procedures, and safety requirements.• Perform other duties and responsibilities as assigned by management.Required Qualifications• High school diploma or GED required; additional education or training in business administration, accounting, or office management is preferred.• Minimum of 5 years of administrative or office experience is preferred.• Experience with managing an office , or bookkeeping is preferred.• Proficiency with Microsoft Office, including Word, Excel, Outlook, and other business software.• Ability to learn and effectively use company accounting, and document-management systems.• Strong organizational and time-management skills.• Excellent written and verbal communication skills.• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.• High level of accuracy and attention to detail.• Ability to work independently while also functioning effectively as part of a team.• Professional demeanor and strong customer service skills.• Ability to handle confidential information with discretion.Preferred Qualifications• Experience in construction, industrial maintenance, manufacturing, millwright, or a similar industry.• Experience using QuickBooks or other accounting software.• Experience supporting field employees, project managers, or construction operations.Work EnvironmentThis position will be performed in an office environment. The employee will interact with field personnel.