Job Description

This position is responsible for organizing and coordinating office operations and procedures to ensure organizational effectiveness and efficiency. The role provides comprehensive administrative support to regional leaders and the estimating team, managing a variety of administrative, clerical, and executive-level tasks. The position holder serves as the overall coordinator of administrative functions and is a resource to all staff members for questions, concerns, and information.

Essential Duties and Responsibilities

Regional Leadership Support

• Manage regional leader calendars, schedule appointments, and coordinate meeting rooms
• Process and submit expense reports for regional leaders in a timely and accurate manner
• Make and coordinate travel arrangements for regional leaders, including flights, hotels, and ground transportation
• Prepare correspondence, presentations, and reports as directed
• Manage tasks as assigned with attention to deadlines and priorities
• Maintain confidentiality of sensitive information
• Know the locations of RO regional executives, in case of urgent matters

Estimating Support

• Assist the estimating team with bid preparation and document organization
• Coordinate and track bid schedules and submission deadlines
• Prepare and distribute bid documents, addenda, and related materials
• Maintain estimating files and project databases
• Schedule and coordinate pre-bid meetings and site visits
• Communicate with subcontractors and vendors regarding bid requests
• Compile and organize project specifications, drawings, and scope documents

Office and Administrative Management

• Maintain office services by organizing office operations and procedures
• Serve as the point person for all office maintenance requests through the property management company
• Procure, manage, and maintain office equipment (furniture, copiers, fax machines)
• Order and maintain uniform and branded apparel inventory for regional employee distribution
• Ensure break room is tidy and that coffee and water are available for guests and employees
• Maintain, organize, and inventory project retention files at local storage facility

Clerical and Reception

• Serve as the professional first impressions ambassador to all visitors to our RO regional office.
• Coordinate phone and provide front desk coverage.
• Greet and assist office visitors in a professional and welcoming manner
• Answer and forward incoming phone calls in a timely manner
• Receive, sort, and distribute mail
• Perform clerical duties such as filing, copying, scanning, and data entry
• Prepare letters, meeting minutes, and other documents and distribute as required
• Manage Outlook calendars of regional leaders
• Manage and maintain meeting rooms

Financial and Budgeting

• Maintain regional petty cash account, including processing check requests and reconciling the account
• Review and code all regional overhead invoices
• Review, analyze, and report on departmental and office budget and expenditure variances
• Coordinate with Regional President and Vice President on annual budget formulation
• Manage, Review and approve time cards for regional hourly and non-project employees

Human Resources and Employee Engagement

• Assist with hiring and onboarding of regional personnel (pre-hire screenings, paperwork, orientations)
• Update company intranet with regional project and employee information, events, and announcements
• Coordinate and prepare for regional client and employee events (meetings, holiday parties, fundraising events)
• Prepare Employee Recognition awards and notifications
• Maintain employee and customer/supplier relationships by coordinating holiday gifts, cards, and flowers

Required Qualifications

• Minimum 5 years in an Office Manager, Executive Assistant, or comparable role required
• Prior administrative or reception experience preferred
• Experience supporting estimating or preconstruction teams preferred
• Construction industry experience a plus
• College degree preferred but not required
• Proficient in Microsoft Word, Excel, PowerPoint, and Outlook
• Experience with accounting software
• Ability to learn construction-specific software and databases
• Strong data entry and database management skills
• Experience with Bluebeam and Procore preferred
• Ability to acquire Notary

Core Competencies

• Excellent organizational and time management skills
• Strong written and verbal communication skills
• Ability to prioritize multiple tasks and meet deadlines
• High attention to detail and accuracy
• Professional demeanor and appearance
• Ability to work independently and as part of a team
• Discretion and ability to handle confidential information

RO Perks

Competitive Salary & Benefits
Paid Maternity and Paternity leave
Structured career path and continuing education support
RO Refresh – Additional paid time off between Christmas and New Year.

Commitment to Diversity at RO

At Rogers-O’Brien, we are dedicated to fostering a diverse and inclusive workplace. We believe that all employees should have the opportunity to contribute to the success of the business and be recognized for their unique skills, experiences, and perspectives.

Notice to Search Firms and Recruiters: Rogers-O'Brien Construction (RO) does not accept unsolicited resumes, profiles, or applications from recruiters or employment agencies. RO is under no obligation to pay any referral compensation or recruiter fee in the absence of a position-specific requisition and currently executed Recruitment Services Agreement. This includes unsolicited resumes submitted directly to any RO employee or hiring manager.