Office Administrator II - MFG

Apogee Enterprises, Inc.•Mesquite, TX

15d

About The Position

The Office Administrator II manages administrative processes and serves as the office point of contact for a region. The role drives and oversees business administration, including payroll, invoicing, shipping, field employee management, and onboarding. It coordinates with on-site and off-site teams to provide accurate and timely administrative, office, and project support, communicating with internal and external stakeholders at all organizational levels. The position supports project execution through timekeeping and payroll, document management, contract and project administration, employee onboarding and status changes, travel coordination, drug testing, records retention, employee communications, safety support, office operations, leadership support, and budgeting and financial controls. It also serves as a frontline resource for employee questions and provides general administrative support to project teams and local leadership.

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, certified payroll, and union traveler agreement submissions as needed.
Oversee project filing and document organization; partner with project managers on P&L reforecasting, corrections, and project closeouts.
Support project contracts and administration, including RFIs, submittals, monthly billing forms, bid credits, certificates of insurance, change orders, billings in Penta, and OCCIP/CCIP project and subcontractor setup.
Manage new-hire and rehire processing and orientation, reviewing paperwork and tracking deadlines related to employee pay and benefits.
Process employee status paperwork, including terminations, promotions, adjustments, union scale changes, and leaves of absence.
Coordinate travel arrangements for field and union employees.
Coordinate drug testing for new and current employees with local testing agencies.
Prepare and organize drawings and 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 the frontline contact for employee questions and direct employees to appropriate resources while providing responsive 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 provide documents and PPE and support DOT compliance, fleet management, OSHA recordkeeping, safety committee meetings, workers’ compensation, and safety award programs.
Serve as the office or regional point of contact by answering phones, preparing UPS shipping and receiving packages, ordering supplies, managing office equipment, coordinating building services and maintenance, sorting mail, and performing general office duties.
Partner with leadership to prepare reports, presentations, postings, and emails, and provide on-site meeting support by preparing spaces, documents, and meals.
Support budgeting and financial controls through invoice processing, billing collection, vendor maintenance, purchase order management, monthly billings, expense reporting, expense and invoice tracking, and timely approvals.
Reconcile company credit cards monthly and support month-, quarter-, and year-end financial duties as needed.

Benefits

Medical, dental, vision, life, and disability coverage for employees and their dependents.
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.