Office Administrative Assistant

The Office Administrative Assistant at Oline Construction will provide vital administrative and operational support to our Omaha headquarters. This role is ideal for someone who is organized, detail-oriented, and thrives in a fast-paced environment (our HQ office supports multiple regional territories). As the first point of contact for many clients and visitors, this individual also plays an important role in maintaining a positive and professional office atmosphere. OLINE is a growing company, and we need someone who can support internal staff with scheduling, document management, communication, and other key tasks to keep things running smoothly. Oline Construction values teamwork, accountability, and a strong sense of service"”qualities we hope you bring to the table.Duties and Responsibilities:Administrative SupportSupport the office and management team with daily administrative tasksPrepare, scan, copy, and organize digital and physical documentsSchedule appointments and maintain calendars for internal staffOrder and track office supply inventoryCoordinate meetings, travel, and internal eventsFront Office & CommunicationGreet and assist visitors, clients, and vendors professionally and warmlyAnswer and route 10-30 calls per day, take messages, and handle inquiriesCommunicate with field staff throughout the day to support scheduling and updatesCreate, update, and resolve job tickets and work orders across multiple software systemsData Entry & Document ControlMaintain organized records and databases for contracts, billing, and administrative filesAssist with billing processes, estimates, and work order reconciliationUpload/download files, scan documents, and ensure consistent document trackingVerify certificates of insurance and maintain compliance recordsSupport Roles & Special ProjectsAssist with planning office events, coordinating catering, and preparing meeting materialsSupport social media or marketing tasks, if neededBonus: Photography skills are a plus for company events or marketing effortsQualifications:Required:High school diploma or GEDValid driver's license and reliable transportationStrong communication skills, both written and verbalComfortable working in a fast-paced environment with frequent interruptionsAble to multitask and maintain attention to detailProficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)Friendly, respectful, and professional demeanorAbility to work independently and collaboratively as part of a teamPreferred:Experience with QuickBooks or basic bookkeeping tasksFamiliarity with social media platformsPrevious experience in a construction or operations office environmentKnowledge of AIA documents, contracts, or project coordinationNotary Public or willingness to become onePhysical Requirements:Frequently required to sit, stand, walk, and reachFrequently lift and carry up to 25 pounds; occasionally up to 50 poundsRepetitive use of keyboard, mouse, and telephoneVisual ability to read documents and operate office systemsMust be comfortable in a collaborative, active office settingWork Environment:Duties are primarily performed in an office environment at Oline's Omaha HQOccasional interactions with field staff, vendors, and outside visitorsExpected to maintain a professional, welcoming front-office presence

Created: 2025-05-31