Office Administrator - Smithfield, NC

Subsurface Construction•Smithfield, NC

13d•Onsite

About The Position

Subsurface Construction Company is seeking an Office Administrator for their Smithfield, NC location. This is a 100% in-office position responsible for supporting payroll, accounts payable, and administrative processes while managing the daily needs of the office. The role ensures employees, visitors, vendors, and leadership have an organized, professional, and well-maintained workplace. Success in this role means accurate payroll processing, organized accounts payable documentation, responsive support, stocked office supplies, coordinated housekeeping, clean common areas, complete and confidential records, and proactive addressing of office needs. This role is for someone honest, respectful, self-motivated, creative, responsive, reliable, fair, and takes pride in maintaining a professional and organized office environment. The ideal candidate understands that stocking supplies, coordinating housekeeping, and maintaining common areas are essential responsibilities. This role requires clear expectations, attention to detail, consistent organization, follow-through, active engagement in daily office needs, and proactive problem-solving.

Requirements

High School Diploma or GED.
Minimum of two years of experience working in an office, administrative, payroll, bookkeeping, or accounting-support environment.
Excellent written and verbal communication skills.
Strong attention to detail and accuracy.
Ability to multitask and prioritize responsibilities in a fast-paced work environment.
Customer-service-oriented approach when supporting employees, visitors, vendors, and leadership.
Ability to complete detailed administrative tasks with minimal supervision.
Ability to maintain confidentiality of payroll, financial, and employee information.
Proficiency in Microsoft Outlook, Excel, and Word.
Ability and willingness to work 100% in-office at the Smithfield, North Carolina location.
Reliable attendance and punctuality.
Willingness to take direct responsibility for office supplies, housekeeping coordination, breakroom stocking, and workplace organization.

Nice To Haves

Two years of college or an Associate degree in Business Administration, Accounting, or a related field.
Experience using Foundation Software.
Experience processing payroll and accounts payable.
Experience working in construction, heavy civil contracting, or a related industry.

Responsibilities

Maintain a professional, organized, clean, and welcoming office environment.
Greet employees, visitors, vendors, and deliveries.
Monitor and maintain inventory of office supplies, paper products, administrative materials, and breakroom essentials, ordering supplies before inventory is depleted.
Keep coffee, beverages, snacks, and related supplies fully stocked and organized.
Maintain kitchens, conference rooms, reception areas, and other common spaces in a clean, orderly, and visitor-ready condition.
Coordinate housekeeping and janitorial services and promptly address service or cleanliness concerns.
Coordinate routine office maintenance.
Receive, sort, and distribute incoming mail, packages, invoices, and deliveries.
Manage the accounts payable email and route invoices for appropriate coding and approval.
Open, organize, and prepare invoices for processing.
Match job-related invoices with available packing slips and supporting documentation.
Enter coded invoices into Foundation Software for payment.
Save receipts and supporting records in the appropriate electronic folders.
Complete monthly coding and entry of company credit card transactions.
Prepare approved checks for mailing and maintain associated accounts payable records.
Monitor employee timesheets and identify missing or incomplete time, communicating with Superintendents and other managers regarding missing time or required corrections.
Prepare payroll tracking information and supporting documentation.
Accurately enter timesheets into Foundation Software.
Process payroll and related backup reports in Foundation Software.
Prepare direct deposit ACH information for bank processing.
Prepare 401(k) reporting and upload required information to the administrator portal.
Enter the 401(k) journal entry into Foundation Software.
Maintain organized payroll documentation.
Assist with onboarding preparation, employee materials, meetings, training sessions, and company events.
Maintain confidentiality of payroll, employee, financial, and company information.
Provide administrative backup and support to the Controller and HR Manager, as necessary.
Maintain a safe approach to completing work and adhere to the company safety plan.
Ensure timely and regular attendance.
Perform other duties as assigned within the scope of employment.