Pence Construction Jobs

Project Administrator and Office Manager

Pence Construction

Project Administrator and Office Manager

Posted 4 Hours Ago

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Salem, OR, USA

In-Office

Mid level

Professional Services • Industrial • Manufacturing

The Role

Provides administrative support to project management teams while managing daily headquarters office operations. Responsibilities include processing subcontractor and supplier invoices, maintaining project records, supporting billing and closeout, tracking safety documentation and training, coordinating vendors, managing supplies and mail, welcoming visitors, organizing events, and assisting with employee onboarding and office communications.

Summary Generated by Built In

The Project Administrator & Office Manager provides administrative support to the project management teams of PK while overseeing the daily operations of the Salem headquarters office. This position serves as the first point of contact for employees, clients, and visitors, helping create a professional, organized, and welcoming environment. Success in this role means the office runs smoothly, the assigned projects are supported, and employees and visitors experience a professional, welcoming environment.

Essential Duties and Responsibilities

To perform this job successfully, the employee must be able to perform each essential duty satisfactorily and in a timely manner. The following duties are representative of the job but are not all inclusive and other duties may be assigned as needed.

Project Administration

· Process subcontractor and supplier billings (SPO, SPO-PO and PSA’s)

· Quality control of subcontract and supplier billing procedures and invoice compliance to ensure accuracy

· Release compliant subcontract and supplier invoices for payment

· Communicate with subcontractors and project management staff regarding subcontract billings as needed

· Manage non-compliant subcontractor and supplier invoices

· Ensure compliance of joint check process for identified subcontractors and suppliers

· Administer final lien waiver process

· Administer retainage release process

· Processing and checking concrete truck tickets

· Helping with data entry on timecards

· Assist in Contract Status Log maintenance

· Print and send reports to project team as needed

· Prompt attention and management of email correspondence

· Enter data in buyout spreadsheet and comparison analysis sheet as directed by project team

· Create electronic folder structure for subcontract and suppliers as directed by project team

· Create and save draft template SPO & SPO-PO Request Forms in subcontract and supplier folders as directed by project team

· Create draft template Exhibit 1 Scope of Work and save in subcontract and supplier folders as directed by project team

· Draft Exhibit 2 Drawing and Specification List as directed by project team

· Enter budget into Import Template as directed by project team

· Enter meeting minutes as directed by project team

· Assist with project closeout

· Assist with monthly owner billing

· Assist with monthly project review as directed by project team

· Support pre-job startup through submittal documentation and tracking relative to safety

· Track team member safety certifications and training

· Work with the team to create the jobsite Emergency Action Plan

· Support new hire onboarding by documenting completed trainings, assigning and monitoring PK certifications

· Manage subcontractor safety documentation

· Oversee safety swag and inventory for project team

· Other safety and onboarding tasks as needed

Office Management

· Serve as the primary receptionist by greeting visitors and answering/directing incoming calls.

· Create a welcoming, organized, and professional office environment.

· Maintain conference rooms, collaboration spaces, lobby, and common areas.

· Oversee kitchen operations including coffee, beverages, snacks, dishes, refrigerators, and supplies.

· Purchase and maintain office supplies and equipment.

· Coordinate office vendors including cleaning services, maintenance, landscaping, repairs, and deliveries.

· Receive, distribute, and ship incoming and outgoing mail and packages.

· Coordinate office events including lunches, celebrations, meetings, and employee recognition activities.

· Assist with new employee office onboarding including workspace setup and office orientation.

· Maintain office directories, bulletin boards, and shared resources.

· Coordinate building access, keys, badges, and security as needed.

· Assist with company communications and administrative projects.

· Run occasional company errands.

· Perform other administrative duties as assigned.

Qualifications

· Three or more years of administrative, bookkeeping, office management, or similar experience.

· Exceptional organizational and time management skills.

· Strong written and verbal communication skills.

· Ability to manage multiple priorities while maintaining attention to detail.

· Excellent customer service and interpersonal skills.

· Demonstrated ability to maintain confidentiality.

· High level of professionalism and sound judgment.

· Self-motivated with the ability to work independently.
· Proficiency in Microsoft Outlook, Word, Excel, Teams, and Microsoft 365.

· Valid driver's license.

Preferred

· Experience supporting senior executives.

· Experience with travel booking and expense management software.

Pence Values

Critical to the success of the Project Administrator and Office Manager at PK, is an understanding of our values. You have many duties and qualifications, but highest among them is acting in a way that reflects PK authentically to our clients, partners, peers, and subcontractors. Our values are:

1. We forge relationships with mutual respect.

2. We are driven to constantly improve.

3. We succeed together.

4. We give of ourselves to fulfill our purpose.

5. We keep our promises, even when no one is looking.

6. We care for the safety and wellbeing of people.

About
We build peace of mind. We build it through structures and relationships with trust, dedication and collaboration. We are innovative and excited by possibility, yet purposeful and grounded in a tradition of excellence. We seek lasting partnerships with our people and our clients. We take visions and make them tangible. We ask big questions and analyze small details. Our partners and friends know they can count on us. We don’t do ego. We do teamwork. We care about success and happiness. We care about peace of mind.

Skills Required

Three or more years of administrative, bookkeeping, office management, or similar experience
Exceptional organizational and time management skills
Strong written and verbal communication skills
Ability to manage multiple priorities while maintaining attention to detail
Excellent customer service and interpersonal skills
Ability to maintain confidentiality
High level of professionalism and sound judgment
Self-motivated with the ability to work independently
Proficiency in Microsoft Outlook, Word, Excel, Teams, and Microsoft 365
Valid driver's license
Experience supporting senior executives
Experience with travel booking and expense management software