Office Administrator

McFarland Construction•Indianapolis, IN

2d•Onsite

About The Position

The Office Administrator is a key support role within McFarland Construction, a full-service commercial construction firm. This position is responsible for managing administrative support, document control, technical coordination, and coordinating office activities. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple responsibilities in a fast-paced environment. McFarland Construction is a dynamic, forward-thinking, and fast-growing company specializing in general contracting, design/build, and construction management services across various markets including Financial Services, Health Sciences, Energy, Mission Critical, and the Public Sector. Founded in 2010, McFarland has grown to become the largest African American-owned general contractor in the Carolinas, with offices in Charlotte, NC, Raleigh, NC, and Indianapolis, IN.

Requirements

High school diploma required
Minimum 3 years of experience in administrative support and or office management, preferably in the construction industry.
Proficiency in Microsoft Office, document management software, and general office technologies.
Strong ability to manage multiple tasks, ensure accuracy, and maintain organized records.
Excellent verbal and written communication skills
Ability to troubleshoot office and document management challenges efficiently.
Demonstrated ability to handle sensitive information with discretion.

Nice To Haves

Associate or bachelor�s degree in business administration, construction management, or a related field preferred.

Responsibilities

Answer and direct phone calls, emails, and office inquiries
Maintain organized filing systems for project and company documents
Schedule meetings, appointments, and travel arrangements as needed
Prepare correspondence, reports, and presentations
Order and maintain office supplies and equipment
Maintain subcontractor and vendor files
Maintain confidentiality of employee and company information
Update and maintain project schedules, logs, and reports
Assist with onboarding paperwork and safety documentation
Support project managers with daily administrative tasks
Support HR functions as needed
Provide administrative and office technology support
Greeting visitors and answering their questions, directing them to meeting rooms, and connecting them with employees.
Assisting with planning meetings and events, including arranging for catering, booking locations, and distributing information.
Prepare written correspondence (e.g., memos, emails, and other project-specific documents).
Assist with general office inquiries from employees, clients, and others; provide proactive escalation as appropriate.
Maintains inventory of office supplies; orders new supplies as needed.
Assist in the collection, organization, and storage of data including customer and project information to be utilized in the Customer Relationship Management (CRM) System
Assist leadership and project teams with documentation, scheduling, and communication needs.
Ensure smooth office workflows by implementing and improving administrative processes.