Jobsite Administrator

Hensel Phelps Construction Co; Kuna (ID); On-site; USD 42,000 - 56,000; Full time

Job summary

Hensel Phelps is seeking a detail‑oriented Jobsite Administrator to support daily office operations across multiple departments and projects in the region. You will greet visitors, manage meetings, handle payroll, and coordinate travel and onboarding to keep projects running smoothly.

This role requires strong communication, multitasking, and proficiency with MS Word, Excel, and Outlook. A Notary certification within 60 days of hire is required.

Qualifications

• 2+ years administrative experience.
• Proficient in Microsoft Word, Excel, and Outlook.
• Excellent oral and written communication skills; customer service oriented.
• Collaborative, innovative, and quick learner.
• Great attention to detail, organized, and ability to multitask.
• Certification of Notary or Notary Certificate (acquired within 60 days of hire).

Responsibilities

• Greet visitors/industry partners and help with check‑in via visitor management system.
• Answer the central phone line and direct incoming calls to appropriate personnel.
• Provide administrative support to office executives, Estimating, Marketing, Operations, and regional needs.
• Manage regional calendar and oversee conference room scheduling; arrange food and beverages for meetings.
• Compose and manage routine correspondence to all levels of personnel.
• Maintain office machines, equipment, and supplies; conduct inventory and schedule service.
• Submit payroll weekly for all office personnel and process weekly invoices.
• Check and distribute mail daily.
• Coordinate building security access and parking; manage badging and renewals for federal base access; maintain badging spreadsheet.
• Schedule travel arrangements and hotel accommodations for executives and employees; assist with events.
• Oversee company fleet logistics including registration and insurance.
• Track vehicle location and transfers via equipment spreadsheet.
• Assist New Hire onboarding via UKG Onboarding.

Skills

Administrative experience

MS Word

MS Excel

MS Outlook

Communication skills

Notary certification

Multi-tasking

Job description

At Hensel Phelps, we don’t just build projects—we build careers, communities, and a culture of excellence. As an employee-owned company, every person here plays a vital role in shaping our success and future. Guided by our core values of Ownership, Integrity, Builder mindset, Diversity, and Community, we combine cutting-edge technology with hands‑on expertise to deliver landmark projects across the nation. When you join Hensel Phelps, you join a team that values your growth, empowers your ideas, and invests in your journey. Together, we create an environment where innovation thrives, safety is paramount, and every individual has the opportunity to make a lasting impact.

About Mission Critical Integrated Solution (MCIS)

Constructing mission critical facilities demands a specialized strategy. At Hensel Phelps, our seasoned team members grasp the intricacies essential for every stage of mission critical development. From small-scale operations to expansive facilities, Hensel Phelps partners with leading enterprises nationwide. Our integrated methodology unites multidisciplinary teams to emphasize not only operational efficiency but also addresses crucial factors intrinsic to mission critical projects, including redundancy, scalability and energy efficiency. With meticulous attention to detail, we ensure seamless integration of cutting‑edge technology while prioritizing security and regulatory compliance.

Job Description

The Jobsite Administrator is responsible for a variety of administrative and clerical duties to support daily office operations for multiple departments and projects across the region. This individual is a service‑oriented team member who can take initiative, work independently, and adapt quickly in a fast‑paced work environment.

Key Responsibilities

• Greet visitors/industry partners and help with check‑in via visitor management system
• Answer the central phone line and direct incoming calls to appropriate personnel
• Provide administrative support to office executives, Estimating Department, Marketing Department, Operations Department, and for the operational needs of the region overall
• Manage and update the regional calendar with company‑wide events and meetings and oversee conference room scheduling; schedule and coordinate food and beverages for meetings as needed
• Compose and manage routine correspondence to all levels of personnel
• Maintain office machines, equipment, and supplies by conducting regular inventory checks, ordering supplies, and scheduling routine service appointments
• Submit payroll weekly for all office personnel and process weekly invoices
• Check and distribute mail daily
• Coordinate building security access and parking for all office personnel and process badging and renewals for federal base access and maintain region‑wide badging spreadsheet
• Schedule travel arrangements and hotel accommodations for executives and other employees (as needed) and assist with planning of special events
• Oversee company fleet by keeping vehicle registration, safety inspection, and insurance up to date
• Track vehicle location and transfers via equipment spreadsheet
• Responsible for helping with the New Hire onboarding via UKG Onboarding.

Qualifications

• 2+ years administrative experience
• Comprehensive proficiency in current version of Microsoft Word, Excel, and Outlook
• Excellent oral and written communication skills; customer service oriented
• Collaborative, innovative, and quick learner
• Great attention to detail, organized, and ability to multitask
• Certification of Notary or Notary Certificate (acquired within 60 days of hire).

Physical Requirements

Light Work. Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

• The individual in this position will periodically walk, kneel, sit, crouch, reach, stoop, read/see, speak, push, pull, lift, stand, and finger/type. The frequency of each action varies by workflow and office activity.
• Walking - The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, boxes, cabinets, etc.
• Constantly operates a computer and other office machinery, such as a calculator, copy machine, phone, computer, and computer printer.
• The person in this position frequently communicates with employees and external stakeholders regarding a variety of topics related to office administration.
• Constantly computes, analyzes, and conceptualizes mathematical calculations and formulas.
• Constantly reads written communications and views email submissions.
• The person in this position regularly sits in a stationary position in front of a computer screen.
• Visual acuity and ability to operate a vehicle as certified and appropriate.
• Rarely exposed to high and low temperatures
• Rarely exposed to noisy environments and outdoor elements such as precipitation and wind.

Education

Hensel Phelps provides generous benefits for our full‑time employees. This position is eligible for company‑paid medical insurance, life insurance, accidental death & dismemberment, long‑term disability, 401(K) retirement plan, and our employee assistance program (EAP). Hensel Phelps also believes in the importance of taking time to recharge. As a result, employees are eligible for paid time off beginning upon hire.

Equal Opportunity Employer Statement

Hensel Phelps is an equal opportunity employer. Hensel Phelps is committed to engaging in affirmative action to increase employment opportunities for protected veterans and individuals with disabilities. Hensel Phelps shall not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity and expression, domestic partner status, pregnancy, disability, citizenship, genetic information, protected veteran status, or any other characteristic protected by federal, state, or local law. The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

At Hensel Phelps, we bring our clients’ vision to life with a comprehensive approach that begins with innovative planning and extends throughout the life of the property. Our expert development, construction and facility services teams
ensure that every project meets our clients’ goals and objectives.
Over our 84-year history, Hensel Phelps has evolved from a bid‑build general contractor to a full‑service building provider. Our organization is comprised of three lines of business – development, construction, and facility services.
These groups work as a cohesive team, sharing ideas and knowledge from each discipline to provide our clients with the highest level of service. Our capabilities span from concept through the long‑term facilities management of projects,
which means that our focus is on the complete life cycle of each project we build.
Hensel Phelps Facility Services Group is uniquely qualified with decades of facility experience. The Facility Services Group
specializes in facility solutions, building systems integration, specialized construction, and facility management. Our team provides best‑in‑class operational solutions with technical knowledge and subject matter experts of building systems, envelopes, campus, and client operations.

Hensel Phelps will provide reasonable accommodations for qualified individuals with disabilities. If you require accommodation related to completing the online application, please contact [e-mail] or 970.346.7414