Office Operations & Admin Coordinator

HAVEN BUILDERS LLC; Minnesota; On-site; USD 40,000 - 56,000; Full time

Job summary

HAVEN BUILDERS LLC in Minnesota is seeking an Office Administrator to keep the office running smoothly. You will handle a variety of administrative tasks, support team members, and foster a positive work environment.

Responsibilities include coordinating daily activities, scheduling meetings, managing emails and phones, onboarding new hires, and maintaining accurate records and vendor files. This role offers an opportunity to contribute to process improvements and collaborate with multiple teams

Qualifications

• Prior experience in office administration is preferred.
• Strong organizational and communication skills.
• Familiarity with basic accounting or bookkeeping is a plus.

Responsibilities

• Provide administrative support by coordinating daily office activities, scheduling meetings, and preparing basic reports and correspondence.
• Manage office operations by maintaining supplies, organizing workspaces, and ensuring equipment and common areas remain clean and functional.
• Serve as a communication hub by answering phones, managing emails, greeting visitors, and directing inquiries to the appropriate team members.
• Maintain accurate documentation through organized filing, data entry, and preparation of confidential documents.
• Support vendor administration by maintaining vendor files and ensuring compliance with company requirements.
• Assist with employee onboarding by preparing workstations, setting up logins, and helping new team members get oriented.
• Help resolve administrative issues by identifying problems, offering solutions, and escalating matters when needed to keep operations running smoothly.
• Provide customer service by answering incoming calls, taking messages, assisting new inquiries, and directing customers and vendors to the appropriate team member.
• Support accounts receivable by following up on unpaid invoices and preparing required lien statements and court filings.
• Maintain vendor compliance by updating subcontractor and vendor files and assisting with administrative onboarding.
• Process vendor invoices by entering invoices into Bill.com accurately and routing them to the correct approver.
• Assist with new-employee onboarding by setting up logins, workstations, email accounts, equipment, and ensuring each new hire feels welcomed.
• Manage office operations by organizing digital filing systems, coordinating cleaners and maintenance, monitoring utilities and supplies, and greeting office visitors.
• Oversee administrative tracking by maintaining vehicle records, managing office email and mail, and ensuring information is routed to the correct personnel.
• Support company initiatives by participating in continuous improvement efforts, team events, meetings, marketing tasks, and completing additional projects assigned by leadership.

Job description

HAVEN BUILDERS LLC in Minnesota is seeking an Office Administrator to keep the office running smoothly. You will handle a variety of administrative tasks, support team members, and foster a positive work environment.

Responsibilities include coordinating daily activities, scheduling meetings, managing emails and phones, onboarding new hires, and maintaining accurate records and vendor files. This role offers an opportunity to contribute to process improvements and collaborate with multiple teams