Company: Barton Malow Builders

Job Location: Charlotte, NC

Position: Office Administrator

REQ ID: 11688

POSITION SUMMARY

We’re seeking a proactive and detail-oriented Office Administrator to join our Charlotte, NC team. In this pivotal role, you’ll be the backbone of our office operations — ensuring smooth day-to-day workflows, supporting our Charlotte-based staff, and serving as a key point of contact for internal teams, vendors, and subcontractors.

The Office Administrator position is responsible for overseeing various office administrative tasks; ensuring efficiency, effectively communicating with team members, vendors, subcontractors, and supporting Charlotte staff members. This position requires a high level of independent judgment, managing day-to-day operations and complex issues and interfaces regularly with both internal and external customers. The Office Administrator must be a flexible and adaptable team-player, as well as have strong communication and client service skills. This individual will to our Charlotte, NC office Monday-Friday (in person).

KEY JOB RESPONSIBILITIES:

• Manage office operations, including supplies, office equipment, stocking pantry and kitchen items, and ensure that the office is always an organized workspace that is conducive to productivity. 
• Supports team members in day-to-day activities including coordinating meetings, travel + accommodations, calendar support, taking meeting minutes, and expense reports.
• Represent the culture of Barton Malow Builders by greeting internal and external guests with an inviting disposition, including screening of calls and handling routine items and taking/relaying messages.
• Assist with the coordination of internal and external meetings; help with the coordination, set-up, and tear down, ordering and set up of business lunch.
• Attend internal Barton Malow meetings when requested; help with typing up agendas, sending out reminders, updating presentations, and taking notes along with following up on actionable tasks.
• Process and approve overhead invoices, ensure that invoices are coded correctly.  
• Collect and maintain office staff directories.
• Work with project delivery teams to perform copying, scanning and external printing requests. Put together binders of information as requested.
• Help manage any office moves or relocations.
• Call and follow up with potential subcontractors on projects to help ensure bid coverage.
  
  

REQUIRED KNOWLEDGE, EDUCATION, EXPERIENCE, SKILLS, AND ABILITIES:

• Proven experience in a similar office administration role.
• Solid organizational skills and the ability to communicate effectively.
• Proficiency in Microsoft Outlook Suite of software applications and pdf. applications.
• Familiarity with the construction field is a plus.
•  Ability to maintain confidentiality.