We are seeking a reliable, detail-oriented office personnel to support administrative operations for our excavation company. This role plays a vital part in ensuring the smooth coordination of office and shop logistics by managing records, maintaining supply inventories, and organizing job documentation. The ideal candidate is self-motivated, organized, and capable of multitasking in a fast-paced, hands-on construction environment.
Key Responsibilities:
Administrative & Clerical
- Maintain both digital and hard copy filing systems for job folders, employee records, and operational documents - Ensure job folders are accurately labeled, filed, and updated according to company naming conventions and standards - Create, format, and update spreadsheets, forms, logs, and other internal documentation as needed - Provide general administrative support including printing, scanning, and organizing documentation for field and office use
Office & Supply Management
- Manage all inventory and ordering of office and shop supplies (including paper goods, tools, PPE, printer ink, etc.) - Track incoming and outgoing deliveries; maintain order logs and receipts - Maintain a clean, organized, and professional office environment daily
Record-Keeping & Digital Systems
- Ensure accuracy of digital document storage on platforms such as Dropbox or other company-designated systems - Regularly back up and audit digital files to ensure version control and accessibility - Assist with onboarding and offboarding documentation processes for employees
Communication & Support
- Communicate effectively with the COO, CEO, foremen, vendors, and subcontractors as needed - Support team members with administrative tasks during busy seasons or special projects - Ensure confidentiality and discretion when handling sensitive company or personnel information
Required Skills & Qualifications:
- Proven experience in an administrative or office support role (construction industry preferred) - Excellent organizational and time-management skills - Proficiency in Microsoft Office Suite (Excel, Word) and cloud-based file storage systems (e.g., Dropbox) - Strong attention to detail and problem-solving abilities - Comfortable working in a small team and taking initiative
Preferred Qualifications:
- Experience in the construction, excavation, or utilities industry - Familiarity with job cost tracking, W9/COI tracking, or field documentation workflows
Physical Requirements:
- Ability to lift up to 25 lbs for occasional supply restocking - Comfortable working in an office located near an active shop environment
Compensation & Benefits:
- Competitive hourly wage or salary (based on experience)
- Paid Federal holidays
- Opportunities for advancement and training
- Family-run, team-oriented company culture
