Office Administrator

Spectrum Staffing Services; Belleville (NJ); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

401(k) retirement plan with employer‑m

Paid time off

On-site work

Job summary

Spectrum Staffing Services seeks an Office Administrator to support day-to-day operations in a growing construction-related organization. The role combines front-office duties, bookkeeping, bid documentation, and general office coordination.

The ideal candidate is organized, detail-oriented, with 3–5 years of admin experience, 2+ years of bookkeeping, QuickBooks and MS Office proficiency, and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• 3–5 years of office administration or related support experience.
• At least 2 years of bookkeeping experience.
• At least 2 years of administrative experience within underground utility, road work, or a closely related construction environment.
• Experience supporting construction bid specifications, proposals, or bid-submittal documentation.
• Working knowledge of QuickBooks and general bookkeeping practices.
• Proficiency with Microsoft Office 365, including Word, Excel, and Outlook.
• Strong organization, attention to detail, communication, and time-management abilities.
• Ability to travel periodically for bid-related attendance.

Responsibilities

• Coordinate daily front-office activities, including answering phones, greeting visitors, and providing professional customer support.
• Prepare and maintain administrative records through accurate data entry, filing, email correspondence, and document organization.
• Support construction bid activity by assisting with specification and proposal documentation required for bid submissions.
• Perform bookkeeping functions using QuickBooks, including financial recordkeeping and basic account-related tasks.
• Assist with payroll processing, bank reconciliations, billing, and invoicing.
• Maintain confidential files and sensitive business information in an organized and secure manner.
• Coordinate routine office needs, including supply ordering and other administrative support activities.
• Manage multiple priorities independently while maintaining accuracy and meeting deadlines.
• Periodically attend bid-related activities within the region as required.

Skills

Administrative experience

Bookkeeping

Data entry

MS Office proficiency

Communication

Education

High school diploma or equivalent

Administrative training or certifications

Tools

QuickBooks

Excel

Outlook

Microsoft Word

Job description

A growing construction-related organization is seeking a highly organized and detail-oriented Office Administrator to support day-to-day office operations. This position is ideal for an experienced administrative professional who is comfortable balancing front-office support, bookkeeping, bid-related documentation, and general office coordination. The role offers the opportunity to work independently, take ownership of a broad range of responsibilities, and contribute directly to an efficient, well-run operation.

RESPONSIBILITIES

• Coordinate daily front-office activities, including answering phones, greeting visitors, and providing professional customer support.
• Prepare and maintain administrative records through accurate data entry, filing, email correspondence, and document organization.
• Support construction bid activity by assisting with specification and proposal documentation required for bid submissions.
• Perform bookkeeping functions using QuickBooks, including financial recordkeeping and basic account-related tasks.
• Assist with payroll processing, bank reconciliations, billing, and invoicing.
• Maintain confidential files and sensitive business information in an organized and secure manner.
• Coordinate routine office needs, including supply ordering and other administrative support activities.
• Manage multiple priorities independently while maintaining accuracy and meeting deadlines.
• Periodically attend bid-related activities within the region as required.

QUALIFICATIONS

• 3–5 years of office administration, clerical, or related administrative support experience preferred.
• At least 2 years of bookkeeping experience required.
• At least 2 years of administrative experience within underground utility, road work, or a closely related construction environment required.
• Experience supporting construction bid specifications, proposals, or bid-submittal documentation.
• Working knowledge of QuickBooks and general bookkeeping practices.
• Proficiency with Microsoft Office 365, including Word, Excel, and Outlook.
• Strong computer, data-entry, typing, and multi-line phone system skills.
• Excellent organization, attention to detail, communication, and time-management abilities.
• Ability to work independently and manage multiple tasks in a fast-paced office environment.
• High school diploma or equivalent required; additional administrative training or certifications are a plus.
• Ability to travel periodically for bid-related attendance.

BENEFITS

• 401(k) retirement plan with employer matching opportunity.
• Paid time off.
• Full-time, in-person position with the opportunity to take ownership of varied administrative, financial, and project-support responsibilities.
• Broad exposure to office operations and construction-related bidding activities, offering a hands-on role with meaningful day-to-day impact.