Jobsite Administrator - El Paso, TX

VetJobs•El Paso, TX

2d•Onsite

About The Position

The Jobsite Administrator supports daily office operations for multiple departments and projects across the region by performing a variety of administrative and clerical duties. This service-oriented team member takes initiative, works independently, and adapts quickly in a fast-paced work environment. The role is based onsite in El Paso, Texas. Responsibilities include supporting office executives and the estimating, marketing, and operations departments; coordinating visitor check-in, phone calls, calendars, meetings, mail, supplies, payroll, invoices, travel, and events; administering office and federal-base access and parking; maintaining fleet records and vehicle tracking; and assisting with new-hire onboarding through UKG. The position requires at least two years of administrative experience, proficiency with Microsoft Word, Excel, and Outlook, strong communication and customer service skills, organization, attention to detail, and the ability to multitask. An associate degree is preferred. A notary certification or certificate must be acquired within 60 days of hire. The role involves light physical work, with occasional force up to 25 pounds and/or frequent force up to 10 pounds. Duties may include walking, kneeling, sitting, crouching, reaching, stooping, reading, speaking, pushing, pulling, lifting, standing, and typing. The employee regularly works at a computer and may rarely be exposed to high or low temperatures, noisy environments, or outdoor elements.

Requirements

At least 2 years of administrative experience.
Comprehensive proficiency in the current versions of Microsoft Word, Excel, and Outlook.
Excellent oral and written communication skills and a customer-service orientation.
Collaborative, innovative, and a quick learner.
Strong attention to detail, organization, and ability to multitask.
Notary certification or a Notary Certificate acquired within 60 days of hire.

Nice To Haves

Associate degree preferred.

Responsibilities

Greet visitors and industry partners and assist with check-in through the visitor management system.
Answer the central phone line and direct incoming calls to appropriate personnel.
Provide administrative support to office executives and the estimating, marketing, and operations departments, as well as regional operational needs.
Manage and update the regional calendar, oversee conference-room scheduling, and coordinate meeting food and beverages as needed.
Compose and manage routine correspondence for personnel at all levels.
Maintain office machines, equipment, and supplies by conducting inventory checks, ordering supplies, and scheduling routine service appointments.
Submit weekly payroll for office personnel and process weekly invoices.
Check and distribute mail daily.
Coordinate building security access and parking; process federal-base access badges and renewals; and maintain the region-wide badging spreadsheet.
Arrange travel and hotel accommodations for executives and other employees as needed, and assist with planning special events.
Keep company fleet vehicle registrations, safety inspections, and insurance up to date.
Track vehicle locations and transfers using an equipment spreadsheet.
Assist with new-hire onboarding through UKG Onboarding.