Office Administrator - Construction

Apogee•New York, NY

8d•Onsite

About The Position

Harmon, Inc. is seeking an Office Administrator II to support administrative, office, employee, project, payroll, and accounting processes for a local office or region. The role serves as an important point of contact for employees, leaders, project teams, customers, vendors, and corporate partners, helping ensure business-critical processes are completed accurately and on time. The administrator supports daily operations, including payroll, onboarding, invoicing, project documentation, shipping, employee communications, and general office administration. The position works with on-site and off-site teams across the organization and is suited to someone with construction or manufacturing office administration experience who is organized, detail-oriented, service-minded, and comfortable communicating with stakeholders at all levels. This position is fully in office in New York, NY. Compensation is $36.05–$40.00 per hour.

Requirements

High school education or equivalent.
At least 5 years of administrative work experience.
Experience in the construction or manufacturing industry.
Experience supporting payroll, onboarding, invoicing, project documentation, and office operations.
Familiarity with safety, compliance, employee records, or project administration processes.
Strong attention to detail and ability to manage multiple priorities.
Ability to communicate clearly and professionally with employees, leaders, customers, vendors, and corporate partners.
Strong time management skills and ability to meet deadlines with urgency.
Ability to handle confidential information with discretion and sound judgment.
High level of professional integrity, honesty, and personal credibility.
Experience supporting multiple leaders, projects, and areas.

Nice To Haves

Collaborate effectively with peers, leaders, and cross-functional partners.
Stay focused on results while maintaining strong customer service and attention to detail.
Treat others with respect and act with integrity.
Adapt quickly to changing business and project needs.
Create a welcoming office environment and support a balanced workplace culture.
Seek clarity and alignment before moving work forward.
Solve problems using available information and sound judgment.
Take ownership of results.
Write clear, concise, professional notes and correspondence.

Responsibilities

Own and support weekly timekeeping and payroll processes for assigned employee groups or regions.
Assist with certified payroll, union traveler agreements, and payroll-related documentation.
Manage project documents, filing, document organization, project closeouts, and related administrative records.
Support project managers with RFIs, submittals, monthly billing forms, bid credits, insurance certificates, change orders, and project setup activities.
Assist with OCCIP/CCIP program setup and certificate of insurance tracking for compliance.
Coordinate new-hire and rehire processing, orientation paperwork, and onboarding documentation.
Process employee status changes, including terminations, promotions, adjustments, union scale changes, leave changes, and other employment updates.
Coordinate travel arrangements for field and union employees.
Coordinate local drug testing for new hires and current employees.
Support project administration, including copying and labeling drawings, assembling drawing packages, updating quality issue cards, entering spreadsheet data, tracking progress, and preparing job information reports.
Ensure records are retained, protected, retrieved, transferred, and disposed of according to corporate procedures.
Serve as a frontline resource for employee questions and direct employees to appropriate resources, including handbooks, contracts, or collective bargaining agreements.
Update employee communication channels, including office televisions, breakroom boards, and jobsite postings.
Partner with safety leaders to ensure required safety documents and PPE are available.
Support safety processes such as DOT compliance, fleet management, OSHA recordkeeping, safety committee meetings, workers compensation, and safety award programs.
Serve as a key point of contact for the office or region; answer phones, manage shipping and receiving, order office supplies, coordinate building services and maintenance, sort mail, and perform other general office duties.
Build productive working relationships with corporate departments, customers, vendors, and internal teams.
Partner with local leadership to prepare reports, presentations, postings, emails, and materials for key initiatives.
Prepare meeting spaces, documents, and meals for onsite meetings.
Support budgeting and financial administration through invoice processing, billing collection, vendor maintenance, purchase order management, monthly billings, expense reporting, credit card reconciliation, and financial controls.
Assist with month-end, quarter-end, and year-end financial duties as needed.

Benefits

Competitive benefits package for employees and dependents, including medical, dental, vision, life, and disability coverage.
Incentive plans.
401(k) with employer contribution and match.
Employee Stock Purchase Plan with employer match.
Paid time off, including vacation and sick time.
Paid holidays.
Tuition reimbursement program.
Employee Assistance Program (EAP).
Wellness program.
Training and career progression.