Office Administrator II - MFG

Apogee•Mesquite, TX

14d

About The Position

The Office Administrator II manages administrative processes and serves as the office point of contact for a region. The role oversees business administration including payroll, invoicing, shipping, field employee management, and onboarding, coordinating with on- and off-site teams to provide accurate, timely administrative, office, and project support. The position communicates regularly with internal and external stakeholders at all organizational levels. Responsibilities span timekeeping and payroll, project document management, project and subcontractor setup, contract support, employee onboarding and status changes, travel arrangements, drug testing coordination, project administration, records retention, employee support and communications, and safety and DOT compliance. The role also provides office and leadership support, manages shipping and supplies, coordinates facilities services, and supports budgeting and financial controls, including invoice processing, billing, expense reporting, credit-card reconciliation, and period-end financial duties.

Requirements

High school education.
3–5 years of administrative work experience.
Experience supporting multiple leaders, projects, or functional areas.

Nice To Haves

Construction or manufacturing industry experience.

Responsibilities

Own employee time entry for assigned client groups or region and support weekly payroll; manage certified payroll and union traveler agreement submissions as needed.
Oversee project filing and document organization, partner with project managers on P&L reforecasting and corrections, and support project closeouts.
Support project managers with RFIs, submittals, monthly billing forms, bid credits, and other project needs.
Manage certificates of insurance, change orders, and billings in Penta; oversee project and subcontractor setup for OCCIP/CCIP programs and track insurance certificates for compliance.
Ensure accurate, compliant new-hire and rehire processing and orientation paperwork, and monitor deadlines related to employee pay and benefits.
Complete and oversee timely employee status paperwork for terminations, promotions, adjustments, union scale changes, and leave-of-absence changes.
Coordinate travel arrangements for field and union employees.
Coordinate drug testing for new and current employees with local testing agencies.
Prepare and organize drawings, including copying, labeling, and assembling shop-floor packages; update quality issue cards, generate job information reports, and support meeting notes, spreadsheet entry, progress tracking, and sequence numbering.
Ensure compliance with corporate procedures for records retention, protection, retrieval, transfer, and disposal.
Serve as a frontline employee resource, answer questions, direct employees to appropriate resources, and provide responsive customer support and accurate information.
Update digital and physical employee communication media monthly, including office televisions, breakroom boards, and jobsite posters.
Coordinate with safety leaders to ensure documents and PPE are available to local field or manufacturing employees; support DOT compliance, fleet management, OSHA recordkeeping, safety committee meetings, workers' compensation, and the safety award program.
Serve as a key office or regional contact; answer phones, prepare UPS shipping and receiving packages, order supplies, manage office equipment, coordinate building services and maintenance, sort mail, and perform general office duties.
Maintain productive working relationships with corporate departments, customers, and vendors.
Support leadership by preparing reports, presentations, postings, and emails, and provide onsite meeting support by preparing spaces, documents, and meals.
Process invoices, billing collections, vendor maintenance, purchase orders, monthly billings, expense reports, and financial controls; help teams track expenses and invoices for timely approval.
Participate in monthly company credit-card reconciliation and support month-, quarter-, 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.