On-Site Administrative & Office Coordinator

VetJobs; El Paso (TX); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Health insurance

Life insurance

AD&D

Long-term disability

401(k)

EAP

Paid time off

Job summary

Hensel Phelps is seeking a Jobsite Administrator in El Paso, TX to support multiple departments with administrative tasks in a fast-paced on-site environment.

You will greet visitors, manage calendars, coordinate travel, process payroll and invoices, maintain supplies, and assist with onboarding and safety compliance, while ensuring strong customer service and accurate communication across teams.

Qualifications

• Associate degree preferred.
• 2+ years administrative experience.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Excellent oral and written communication skills; customer service oriented.
• Collaborative, innovative, and quick learner.
• Great attention to detail, organized, and able to multitask.
• Notary certification acquired within 60 days of hire.

Responsibilities

• Greet visitors and assist with check-in via visitor management system.
• Answer central phone line and direct calls to appropriate personnel.
• Provide administrative support to office executives and departments region-wide.
• Manage regional calendar and oversee conference room scheduling; arrange food and beverages.
• Compose and manage routine correspondence to all levels of personnel.
• Maintain office equipment and supplies; schedule routine service.
• Submit payroll weekly for office personnel and process invoices.
• Check and distribute mail daily.
• Coordinate building security access, parking, and federal base badging; maintain badging spreadsheet.
• Schedule travel and hotel accommodations for executives and staff; assist with events.
• Oversee company fleet; track registrations, inspections, and insurance.
• Track vehicle location and transfers via equipment spreadsheet.
• Assist with New Hire onboarding via UKG Onboarding.

Skills

Administrative experience

Microsoft Word

Microsoft Excel

Microsoft Outlook

Communication skills

Detail-oriented

Notary certification

Education

Associate degree

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Hensel Phelps is seeking a Jobsite Administrator in El Paso, TX to support multiple departments with administrative tasks in a fast-paced on-site environment.

You will greet visitors, manage calendars, coordinate travel, process payroll and invoices, maintain supplies, and assist with onboarding and safety compliance, while ensuring strong customer service and accurate communication across teams.