Company: Barton Malow Builders

Job Location: Charlottesville & Richmond, VA

Position: Office Administrator

REQ ID: 11396

POSITION SUMMARY

The Office Administrator position is responsible for overseeing various office administrative tasks; ensuring efficiency, effectively communicating with team members, vendors, subcontractors, and supporting Virginia 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 split time supporting both our Charlottesville and Richmond offices (in person).

KEY JOB RESPONSIBILITIES: 
•    Represent the culture of Barton Malow Builders in greeting internal and external guests with an inviting disposition.
•    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, and expense reports.
•    Assist with the coordination of internal and external meetings; help with the coordination, set-up, and tear down. May be requested from time to time to support other offices outside of Charlotteville and Richmond.
•    Attends 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.
•    Perform other duties as requested.

OTHER POTENTIAL JOB RESPONSIBILITIES:
•    Coordinates with our internal national Community Engagement Team for local needs.
•    Supports project delivery teams with the subcontractor prequalification process via BuildingConnected and ensures that subcontractors have up to date Certificates of Insurance (COI) and/or helps them through the prequalification process.
•    Supports project delivery team in updating project specific templates for the purposes of bidding projects.
•    Supports project delivery team in updating project templates for Owner Bid Lists, Owner Award Notifications, and Letter of Interest/Limited Notices to Proceed for projects.
•    May be required from time to time to package submittals, drawings, or other items and take to postage office for delivery.
•    Performing research on a given subject or organization.
•    Set up BuildingConnected and support the project delivery and planning teams.
 
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.

WORK ENVIRONMENT/JOB CONDITIONS:
• Travel between Charlottesville and Richmond offices