Office and Project Administrator

Premier Mechanical; Somerville (MA); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

401(k) Employer Match

On-site parking near Assembly Square

Job summary

Premier Mechanical is seeking an Office and Project Administrator to support daily office operations and assist project teams in Somerville, MA. This role emphasizes proactive organization, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

The position involves front-desk duties, mail handling, procurement, project setup in Spectrum ERP, document control, and collaboration with project managers and vendors to ensure compliance and smooth project

Qualifications

• High school diploma.
• 1–3 years of administrative experience; construction experience preferred.
• Basic proficiency in Microsoft Office (Word, Excel) and Google Workspace.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Comfortable learning new software tools and administrative workflows.
• Dependable, professional, and able to handle confidential information.

Responsibilities

• Greet and assist visitors, manage front desk reception, and answer incoming calls.
• Review, distribute, scan, and forward incoming mail to appropriate team members.
• Oversee office and breakroom supplies, monitor inventory, place orders, and manage purchases within an established budget.
• Coordinate upkeep of office space, furniture, and common areas.
• Manage and track company technology assets, including laptops, cell phones, iPads, and data plans; assist with setup and troubleshooting.
• Coordinate maintenance and repairs for office equipment and technology, including copiers and security cameras.
• Maintain building access tools, including keys and security fobs, and assist with general facility needs.
• Coordinate internal meetings and occasional company events.
• Process and pay parking tickets submitted by field and office employees.
• Assist with mailing and ordering materials, gifts, and other items for clients as directed by the owner.
• Support new employee onboarding by collecting identification and certifications, complete Form I-9 verification for new hires, and maintaining personnel records.
• Assist with setting up new projects in Spectrum Construction ERP, including entering job details, cost codes, budgets, and contract information.
• Maintain organized project records, including executed subcontracts, purchase orders, submittals, RFIs, warranties, and certified payroll submissions.
• Work with project managers and vendors to request, collect, and maintain compliance documentation, including certificates of insurance, W-9s, and signed subcontracts.
• Enter and track change orders in Spectrum and distribute client-approved change orders to subcontractors and vendors.
• Track project permit expirations and coordinate renewals.
• Submit project documentation to clients and general contractors, including RFIs, submittals, change orders, and warranties.
• Assist with project closeout packages as required.
• Provide general administrative support to project teams, including document filing, scheduling assistance, and data entry.

Skills

Administrative support

Attention to detail

Microsoft Office

Google Workspace

Communication skills

Job description

Premier Mechanical is seeking a proactive, organized, and detail-oriented Office and Project Administrator to support daily office operations and provide administrative assistance to our project teams.

This position is ideal for someone who takes initiative, enjoys staying busy, and thrives in a dynamic environment. The Office and Project Administrator will play an important role in keeping the office organized, supporting construction project activities, and ensuring day-to-day operations run efficiently.

Key Responsibilities

General Office Duties

• Greet and assist visitors, manage front desk reception, and answer incoming calls.
• Review, distribute, scan, and forward incoming mail to appropriate team members.
• Oversee office and breakroom supplies, monitor inventory, place orders, and manage purchases within an established budget.
• Coordinate upkeep of office space, furniture, and common areas.
• Manage and track company technology assets, including laptops, cell phones, iPads, and data plans. Assist with distribution, setup, and basic troubleshooting.
• Coordinate maintenance and repairs for office equipment and technology, including copiers and security cameras.
• Maintain building access tools, including keys and security fobs, and assist with general facility needs.
• Coordinate internal meetings and occasional company events.
• Process and pay parking tickets submitted by field and office employees.
• Assist with mailing and ordering materials, gifts, and other items for clients as directed by the owner.
• Support new employee onboarding by collecting identification and certifications, Complete Form I-9 verification for new hires, and maintaining personnel records.

Project Support Assistance

• Assist with setting up new projects in Spectrum Construction ERP, including entering job details, cost codes, budgets, and contract information.
• Maintain organized project records, including executed subcontracts, purchase orders, submittals, RFIs, warranties, and certified payroll submissions.
• Work with project managers and vendors to request, collect, and maintain compliance documentation, including certificates of insurance, W-9s, and signed subcontracts.
• Enter and track change orders in Spectrum and distribute client-approved change orders to subcontractors and vendors.
• Track project permit expirations and coordinate renewals.
• Submit project documentation to clients and general contractors, including RFIs, submittals, change orders, and warranties.
• Assist with project closeout packages as required.
• Provide general administrative support to project teams, including document filing, scheduling assistance, and data entry.

Required Qualifications

• High school diploma.
• 1–3 years of administrative experience; construction experience preferred.
• Basic proficiency in Microsoft Office, including Word and Excel, and Google Workspace.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Comfortable learning new software tools and administrative workflows.
• Dependable, professional, and able to handle sensitive information confidentially.
• Ability to perform detailed, data-entry-intensive administrative work accurately.

Preferred Qualifications

• Previous experience in construction, trades, or a related industry.
• Experience with project management or accounting software.
• Familiarity with Spectrum Construction ERP or similar systems.
• Comfortable using a variety of digital tools, software applications, and technology platforms, with the ability to quickly learn new systems and adapt to changing technology.
• Seeking a candidate interested in building a long-term career in this role.

Physical Requirements

This position may require the ability to sit, stand, walk, bend, reach, use a computer and other office equipment, and occasionally lift or move items weighing up to 25 pounds. Specific physical requirements may vary based on business needs and job responsibilities. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job.

Premier Mechanical offers the following compensation and benefits:

• 401(k) Retirement Plan: Company match of up to 4% with a 5% employee contribution.
• Location: Conveniently located near Assembly Square, with free on-site, street, and overflow parking.

We’re looking for someone who takes pride in their work, pays attention to the details, and is interested in contributing to a growing business and positive team environment.

Equal Employment Opportunity (EEO) Statement

We are an Equal Opportunity Employer and are committed to creating an inclusive workplace. All employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable law.

Reasonable Accommodation Statement

We are committed to providing reasonable accommodations to qualified individuals with disabilities throughout the application and employment process. If you require accommodation to participate in the recruitment process or perform the essential functions of the position, please contact Human Resources.