Office Administrator

Civil Works Contracting; Wilmington, Northern (NC, KY); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Civil Works Contracting in Wilmington, NC seeks an Office Administrator to provide administrative and HR support, serve as the welcoming first contact, and keep office operations running efficiently on site.

The role supports Human Resources, Safety, and general office activities, including records management, onboarding coordination, mail and shipments, vendor coordination, and meeting logistics, all while maintaining confidentiality and professional standards.

Qualifications

• High school diploma or equivalent required; associate degree or business education preferred.
• 2+ years of administrative, office support, HR support, or similar experience preferred.
• Strong organizational skills and attention to detail.
• Professional written and verbal communication skills.
• Ability to prioritize multiple responsibilities and follow through on assignments.
• Discretion when handling confidential or sensitive information.
• Comfort with technology platforms and electronic recordkeeping systems.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and Teams.
• Strong interpersonal skills and reliability in a growing organization.

Responsibilities

• Serve as the primary point of contact for visitors and calls at the front desk.
• Receive, route, and manage mail, packages, and deliveries; coordinate shipments.
• Maintain organized office areas and monitor supply inventories.
• Assist with meeting preparation, conference room coordination, and events.
• Maintain administrative files and coordinate with vendors for office needs.
• Provide general administrative support to leadership and departments.
• Support HR processes including onboarding and personnel records maintenance.
• Support safety and training administration by maintaining records and files.

Skills

Organizational skills

Communication

Confidentiality

Multitasking

Education

High school diploma

Associate degree preferred

Tools

Microsoft Office

Outlook

Word

Excel

Teams

Job description

Department: Administration / Human Resources
Reports To: Director of Human Resources
Location: Wilmington, NC
FLSA Status: Non-Exempt

The Office Administrator provides administrative and operational support across the organization while serving as a welcoming and professional first point of contact for employees, visitors, vendors, and callers. This position supports Human Resources, Safety, and general office operations, helping ensure information, records, supplies, and day-to-day administrative needs are handled accurately and efficiently.

The ideal candidate is organized, dependable, comfortable working with technology, and able to manage a variety of responsibilities while maintaining professionalism and confidentiality.

• · Serve as the primary point of contact for visitors to the corporate office, providing a professional and welcoming experience.
• · Answer and route incoming telephone calls that are directed to the front desk through the company’s automated phone system.
• · Receive, sort, and distribute incoming mail, packages, and deliveries.
• · Coordinate outgoing mail and shipments as needed.
• · Maintain common office areas and help ensure the office is organized, professional, and appropriately stocked.
• · Monitor office supply inventory and coordinate ordering and replenishment of supplies.
• · Assist with meeting preparation, conference room coordination, employee events, and other office activities.
• · Maintain administrative files, records, forms, and shared resources.
• · Coordinate with vendors and service providers for routine office needs.
• · Provide general administrative support to company leadership and departments as assigned.

Human Resources Support

• · Provide administrative support to the Human Resources department throughout the employee lifecycle.
• · Assist with new hire onboarding activities, including preparation of materials, documentation, and coordination of first-day needs.
• · Assist with maintaining accurate employee records and electronic personnel files.
• · Support data entry and record maintenance within the company’s HRIS and other HR systems.
• · Assist with employment documentation, training records, employee communications, and other HR administrative processes.
• · Help coordinate employee meetings, training sessions, recognition activities, and company events.
• · Maintain appropriate confidentiality when handling employee and company information.
• · Provide additional administrative support for recruiting, benefits, training, and other HR initiatives as needed.

Safety & Training Administration

• · Provide administrative support to the Health & Safety department.
• · Enter and maintain employee safety training records, certifications, licenses, and related documentation in company systems.
• · Track certification and training expiration dates and assist with identifying upcoming renewal requirements.
• · Assist with maintaining accurate electronic safety and training files.
• · Help gather and organize documentation needed for client, project, prequalification, or compliance requirements.

Additional Responsibilities

• · Assist with special projects and company initiatives as assigned.
• · Provide administrative support across departments during periods of increased workload or special projects.· Identify opportunities to improve administrative processes, organization, and efficiency.
• · Learn and effectively use company technology platforms and systems.
• · Perform other duties as assigned based on organizational needs.

Qualifications

• · High school diploma or equivalent required; associate degree or additional administrative/business education preferred.
• · 2+ years of administrative, office support, HR support, or similar professional experience preferred.
• · Strong organizational skills and attention to detail.
• · Professional written and verbal communication skills.
• · Ability to prioritize multiple responsibilities and follow through on assignments.
• · Demonstrated discretion when handling confidential or sensitive information.
• · Comfortable learning and working within technology platforms and electronic recordkeeping systems.
• · Proficiency with Microsoft Office, including Outlook, Word, Excel, and Teams.
• · Strong interpersonal skills with the ability to work effectively with employees at all levels of the organization.
• · Dependable, proactive, and willing to assist where needed in a growing organization.

Success in This Role

A successful Office Administrator will be someone who:

• · Creates a professional and welcoming experience for employees and visitors.
• · Keeps administrative details organized and follows tasks through to completion.
• · Maintains accurate HR, training, and certification records.
• · Anticipates routine office needs rather than waiting for issues to arise.
• · Handles confidential information with discretion.
• · Is comfortable balancing structured responsibilities with changing priorities.
• · Looks for ways to make administrative processes more efficient as the company continues to grow.

Physical & Work Requirements

• · Ability to sit or stand for extended periods and regularly use a computer and telephone.
• · Ability to occasionally lift and move office supplies, packages, or materials weighing up to approximately 25 pounds.
• · Regular and reliable on-site attendance is an essential function of the position.

This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications. Responsibilities may change based on the needs of the organization.

Equal Opportunity Employer, including disabled and veterans.