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Job Description

This person will be responsible for managing daily office operations while providing administrative support for marketing, sales, construction projects, and operations. This person will be supporting the application process, multiple construction projects, vendors, and internal teams. The day-to-day activities will include:

Front Office & Phone Management (5%)

• Answer, screen, and route incoming phone calls in a professional and courteous manner

• Serve as the first point of contact for customers, contractors, vendors, and inspectors

• Respond to general inquiries and direct urgent matters appropriately

• Manage incoming and outgoing mail, deliveries, and visitors

Office Management & Administration (5%)

• Oversee daily office operations to ensure a clean, organized, and efficient workplace

• Maintain office supplies, equipment, and service contracts

• Maintain administrative systems, filing, and record retention

• Coordinate meetings, calendars, and internal communications

• Support Business Development administrative areas such as trade show scheduling, marketing collateral shipment and retrieval, both coordination, and hotel and accommodations for BD.

Operations Support (20%)

• Assist with new project setup, including permit files, data entry, and other support.

• Track contracts, change orders, purchase orders, and subcontracts

Customer Outreach & Construction Administration (50%)

• Handle calls from new applicants, complete documentation, monitor website for program

• Assist with project setup, including job files, contact lists, and documentation

• Track contracts, change orders, purchase orders, and subcontracts

• Support bid preparation, proposal distribution, and document collection

• Maintain construction logs, insurance certificates, lien waivers, and compliance records

• Coordinate communication between project managers, field staff, subcontractors, and vendors

• Assist with scheduling inspections, deliveries, and subcontractor activities

Financial & Accounting Support (10%)

• Process vendor invoices, code expenses, and assist with accounts payable

• Track job costs, purchase orders, and project-related expenses

• Support payroll time collection for field and office staff

• Assist with customer invoicing and collections, as needed

Human Resources & Compliance Support (10%)

• Assist with employee onboarding and offboarding

• Maintain personnel and safety training records

• Support workers’ compensation, insurance claims, and compliance documentation

• Assist with licensing, bonding, and certification renewals

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to [email protected] learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/.

Skills and Requirements

• 3+ years of experience as an Office Manager providing administrative support for various departments and managing daily office operations

• Strong phone etiquette and customer service skills

• Tech savvy – Microsoft Office Excel, Word, PowerPoint • Experience supporting construction projects, contractors, or field operations – HUGE plus

• Experience utilizing Monday (CRM)

• Experience utilizing an accounting software