Office Administrator

Modern Construction Services; Town of Charlotte (NY); On-site; CAD 45,000 - 65,000; Full time

Job summary

Modern Construction Services is a fast-growing, women-owned commercial construction and facilities maintenance company. We are seeking an organized Office Manager to keep front-of-house, AP, vendors, travel, and office operations running smoothly.

You will greet visitors, manage calendars, process invoices, maintain vendor data, support purchasing, and help onboarding and events. Strong MS 365 skills and discretion are essential for success.

Qualifications

• Experience as an office manager or admin support professional; construction or project-driven business a plus.
• Proficient with Microsoft 365: Outlook, Word, Excel, SharePoint.
• Comfort with accounting, AP, and data entry at volume.
• Discretion with confidential financial, client, and personnel information.
• Good judgment and proactive problem solving to keep work moving.
• Nice to have: QuickBooks, Bill.com, or Sage; procurement exposure; executive calendar support; bilingual English/Spanish.

Responsibilities

• Be the first voice and face of MCS, greet employees, clients, vendors, and visitors; answer and route calls; manage mail and emails.
• Support the leadership team by organizing files, reports, calendars, and decisions.
• Coordinate company travel for leadership and job sites; keep corporate travel accounts current.
• Run accounts payable; enter AP in systems; manage weekly AP aging; process expense reports and per diem approvals.
• Maintain the vendor database (insurance certificates, W-9s, terms).
• Support purchasing; research suppliers, place orders, track deliveries; backup to Purchasing Manager.
• Manage office supplies; coordinate facilities; handle licenses and renewals.
• Coordinate staff meetings and events; assist onboarding, uniforms, and corporate accounts.

Skills

Office management

Administrative support

Data entry

Discretion with sensitive information

Judgment & problem solving

Attention to detail

Bilingual English/Spanish

Tools

Microsoft 365

Outlook

Word

Excel

SharePoint

QuickBooks

Bill.com

Sage

Job description

Modern Construction Services is growing fast, and the work behind the work is growing with it. We are a certified WBENC women-owned commercial construction and facilities maintenance company, headquartered in Charlotte and serving clients nationwide. This is a new seat. You hold the front of the house, keep AP, vendors, company travel, and office operations running, and give our leadership team its time back.

What you will do

• Be the first voice and face of MCS. Greet employees, clients, vendors, and visitors, answer and route calls, and handle incoming mail, parcels, and email.
• Support the leadership team. Organize files, build documents and reports, protect calendars, and bring work to a decision point instead of raw detail.
• Coordinate company travel, from leadership itineraries to job-site trips, and keep the corporate travel accounts current.
• Run accounts payable. Enter AP into the accounting and work-order systems, work the weekly AP aging report so vendors are paid accurately and on time, and process expense reports, reimbursements, and per diem approvals.
• Keep the vendor database clean and current, including certificates of insurance, W-9s, and credit terms.
• Support purchasing. Research suppliers, place orders, track deliveries, and serve as the trained backup to the Purchasing Manager so the work never goes dark when they are out.
• Manage office supplies, coordinate office maintenance with the Facilities Tech Manager, and handle agency applications, re-certifications, and business licensing.
• Coordinate staff meetings and events, recognize employee milestones, and support new-hire onboarding, uniforms, and corporate accounts.

What we are looking for

• Experience as an office manager, administrator, or executive or administrative support professional. Construction, field services, or another project-driven business is a plus.
• Strong Microsoft 365 skills, with daily use of Outlook calendar, Word, Excel, and SharePoint. This one is essential.
• Comfort with accounting, AP, and work-order systems, and accurate data entry at volume.
• Proven discretion with sensitive financial, client, and personnel information.
• Sound judgment and the instinct to anticipate a need, handle what you can, and route the rest.
• Nice to have: QuickBooks, Bill.com, or Sage; purchasing or procurement exposure; experience supporting an executive calendar; bilingual in English and Spanish.

This is your seat if

• You hold a full, interruption-heavy plate without dropping the ball.
• You see a need and meet it before anyone asks, and you carry a problem through to resolution.
• You catch what is slipping and either handle it or get it to the person who can.
• You can nudge people and keep commitments on track without creating friction.
• You are a stickler for detail. Invoices, records, and data entry are right the first time.
• You like leaving a process simpler than you found it.

This is not your seat if

• You do your best work one thing at a time and lose your footing when the front desk keeps interrupting.
• You would rather be handed each step than assess a situation and use your judgment.
• You are content to run a process the way it has always been run.
• You escalates everything when you are unsure.
• You are uncomfortable holding confidential information or following up to keep people on track.
• Annual company performance bonus.
• Full benefits, including medical, dental, and vision.
• 401(k) with 3% matching contribution.

This seat sits at the center of a fast-growing, women-owned company, and because it is new, you get to shape it. If you are the person others trust to hand something to when it has to come back done right, we would love to talk.

Modern Construction Services is an equal opportunity employer. We evaluate every candidate on merit.