Construction Office Administrator

Penhall International; San Diego (CA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical, dental, vision, and life/AD&D

Paid sick leave

Paid vacation

401(k) retirement savings

Employee Assistance Program

Job summary

Penhall Company is seeking a Construction Office Administrator to provide comprehensive administrative support to project managers, field teams, and the estimating department across all project phases. The role is full-time and onsite with competitive benefits.

Responsibilities include payroll processing, billing, job costing, and onboarding. Knowledge of Davis Bacon wages and certified payroll will be an asset, along with proficiency in Vista Viewpoint and Microsoft Office tools.

Qualifications

• High school diploma or GED required.
• 3-4 years of experience in construction administration, project coordination, or related roles.
• Must have knowledge and experience with public works/Davis Bacon wages, certified payroll reporting.
• Working knowledge of payroll processing, certified payroll, billing, accounts payable (A/P), and collections/accounts receivable (A/R).
• Proficient with computers and mobile devices (iPhone and iPad), knowledge of Microsoft Outlook, Word and Excel, internet browsers and Windows.

Responsibilities

• Provide administrative support to project managers, superintendents, and field teams throughout all phases of construction projects.
• Compile employee timesheets and enter daily production data in Vista Viewpoint software.
• Process weekly payroll and certified payroll reports for prevailing wage projects.
• Assist with job cost and budget tracking.
• Invoice coding and processing.
• Prepare customer billing.
• Assist with collection efforts.
• Aid estimating team with potential bid opportunities and bid preparation.
• Assist Human Resources with hiring and orientation process.
• Support new employee onboarding including paperwork, safety training scheduling, and DOT compliance through DISA software.
• Communicate with clients, vendors, and subcontractors to obtain documentation, updates, and approvals.
• Prepare reports, spreadsheets, and documentation.
• Manage the execution and routing of contracts, subcontracts, and change-order documents for supervisor review and signature.

Skills

Payroll processing

Accounts payable (A/P)

Accounts receivable (A/R)

Customer service

Communication skills

Time management

Education

High school diploma or GED

Tools

Vista Viewpoint

LCP Tracker

eMARS

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Position Description

Penhall Company has been shaping the future of concrete services for over 65 years. As the nation's leader in concrete cutting, coring, scanning, and demolition, and ranked 3rd in Demolition by ENR's 2023 Top Specialty Contractors, we deliver more than just expertise-we deliver results. With safety at the core of our operations and state-of-the-art technology in our hands, we ensure every project is executed with precision, efficiency, and care. At Penhall Company, everything we do is built on our commitment to do the right thing for our customers, our employees, and our communities. Every single Penhall Company employee moves our company forward. If you are self-motivated and find a job well-done to be the ultimate reward, you'll fit right in! The Construction Office Administrator provides administrative support to project managers, superintendents, and field teams throughout all phases of construction projects. This is a full-time position, with competitive pay and comprehensive benefits. This is an onsite position; remote work is not offered for this role.

Benefits

• medical, dental, vision, and life/AD&D/LTD insurance
• paid sick leave, paid vacation, a 401(k)-retirement savings plan with contribution
• Employee Assistance Program and a culture that values opportunity for growth, development, and internal promotion

Duties and Responsibilities

• Provide administrative support to project managers, superintendents, and field teams throughout all phases of construction projects
• Compile employee timesheets and enter daily production data in Vista Viewpoint software
• Process weekly payroll and certified payroll reports for prevailing wage projects
• Assist with job cost and budget tracking
• Invoice coding and processing
• Prepare customer billing
• Assist with collection efforts
• Aid estimating team with potential bid opportunities and bid preparation
• Assist Human Resources with hiring and orientation process
• Support new employee onboarding including paperwork, safety training scheduling, and DOT compliance through DISA software
• Communicate with clients, vendors, and subcontractors to obtain documentation, updates, and approvals
• Prepare reports, spreadsheets, and documentation
• Manage the execution and routing of contracts, subcontracts, and change-order documents for supervisor review and signature

Position Requirements

• High school diploma or GED required
• 3-4 years of experience in construction administration, project coordination, or related roles
• Must have knowledge and experience with public works/Davis Bacon wages, certified payroll reporting
• Priority interview status for applicants with this experience
• Working knowledge of payroll processing, certified payroll, billing, accounts payable (A/P), and collections/accounts receivable (A/R)
• Proficient with computers and mobile devices (iPhone and iPad), knowledge of Microsoft Outlook, Word and Excel, internet browsers and Windows
• LCP Tracker, eMARS, Vista Viewpoint software desired
• Team player with self-confidence and professional presence
• High degree of maturity and business judgment
• Display a professional and courteous attitude to co-workers, supervisors and the general public at all times
• Versatility, flexibility, and a willingness to work within constantly changing priorities and sometimes conflicting deadlines
• Reliable and punctual attendance
• Ability to administer several tasks independently and concurrently
• Ability to assess and prioritize multiple tasks, projects, and demands
• Strong customer service and interpersonal skills
• Proficient verbal and written communication skills
• Ability to maintain confidentiality at all times
• Strong organizational and time management skills, with the ability to multitask and prioritize in a fast-paced environment

Employment Conditions

Employment is contingent upon successful completion of a background check and drug screening in compliance with federal, state, and local laws. Candidate consent will be obtained prior to the screening process. We E-Verify. We will provide the Federal Government with information from your Form I-9 to verify you are legal for employment in the United States.

Physical Requirements

Prolonged periods sitting at a desk and working on a computer. Must be able to lift up to 15 pounds occasionally. Occasional walking or standing.

Equal Opportunity Employer

Equal Opportunity Employer Penhall Company is a Drug-Free Workplace and Equal Opportunity Employer. We recruit, hire, employ, train, promote, and compensate individuals based on job-related qualifications and abilities. Penhall Company has a longstanding policy of providing a work environment that respects the dignity and worth of each individual and is free from all forms of employment discrimination, including harassment, because of race, color, sex, gender, age, religion or religious creed, national origin, ancestry, citizenship, marital status, sexual orientation, gender identity, gender expression, genetic information, physical or mental disability, military or veteran status, or any other characteristic protected by law. We provide reasonable accommodation to qualified veterans/individuals with disabilities or based on a sincerely held religious belief, in accordance with applicable laws. If you need to inquire about an accommodation, or need assistance with completing the application process, please email [e-mail].

AI-Assisted Hiring and Automated Decision Tool Disclosure

The Company may use Artificial Intelligence ("AI"), machine learning technologies, and/or automated decision-making tools to assist in certain aspects of the recruitment and hiring process, including reviewing applications, resumes, assessments, and candidate qualifications. These tools are used to support the evaluation process and are not used as the sole basis for employment decisions. All employment decisions are ultimately made by qualified Company representatives. The Company maintains human oversight of hiring decisions and does not permit automated systems to make final employment determinations independently. The Company is committed to equal employment opportunity and to complying with all applicable federal, state, and local employment, privacy, and anti-discrimination laws. The Company does not intentionally use AI systems in a manner that unlawfully discriminates against applicants or employees based on any protected characteristic under applicable law. Applicants may request reasonable accommodations, alternative evaluation methods, or additional information regarding the Company's use of automated tools by contacting Human Resources. Where required by applicable law, the Company may provide additional notices regarding the use of automated decision-making tools, data practices, retention periods, or bias audit information.