Office Administrator/Construction Coordinator

*Qualifications & Skills:** Proven ability to thrive in high-activity, fast-paced environments while effectively managing associated stress.* Strong organizational skills with the ability to work independently and manage multiple priorities with accuracy and attention to detail.* Skilled at handling ambiguity, shifting quickly between tasks, and effectively prioritizing workloads.* Demonstrated ability to define, improve, and manage operational processes.* Proven track record in building and maintaining strong working relationships with all levels of management, staff, vendors, and subcontractors.* Provide comprehensive administrative and clerical support to executives and project teams for both upcoming and active construction projects.* Assist in organizing projects documentation, maintaining schedules, and tracking progress to ensure timely completion of tasks.* Coordinate communications between internal teams, vendors, and subcontractors, ensuring all necessary materials, permits, and services are secured.* Support project managers in preparing reports, meeting materials, and follow-up actions, helping to keep all stakeholders informed and aligned.* Oversight of reception and secretarial functions, ensuring smooth front-office operations.* Excellent communication, listening, and negotiation skills in both written and verbal formats, with the ability to interact professionally with executive leadership.* Strong commitment to ethical standards and company values.* Service-oriented mindset with a proactive approach to improving situations and delivering positive outcomes.* Client-focused approach, ensuring needs are addressed with professionalism and urgency.* Collaborative mindset with the ability to work effectively in a matrix environment and promote teamwork.* Proficient in maintaining office services, including organizing operations and procedures, controlling correspondence, managing travel arrangements, approving supply requisitions, and assigning/monitoring clerical tasks.* Experienced in handling facilities work orders, processing invoices, and completing associated administrative paperwork.* Proficient in Microsoft Office Suite (especially Excel and Outlook).* Skilled in organizing and coordinating office operations efficiently and on time.* Experienced in supporting managing partners with both business and personal requests* Calendar management for teams and arranging travel for senior leadership.* Liaising with accounting and vendors regarding payments and invoices.* Inventory management for kitchen, cleaning supplies, and office snacks.* Acting as liaison between all company departments to ensure smooth information flow.* Providing help with planning and executing team-building events within budget guidelines.* Flexible and resourceful in handling ad hoc projects and requests.* Bilingual: English and Russian.Job Type: Full-timePay: $22.00 - $25.00 per hourExpected hours: 20 per weekBenefits:* 401(k)* Health insurance* Paid time offEducation:* Bachelor's (Preferred)Experience:* Office management: 3 years (Required)* Front desk: 2 years (Required)Language:* English (Required)* Russian/Spanish (Preferred)Location:* Quincy, MA 02169 (Preferred)Ability to Commute:* Quincy, MA 02169 (Required)Ability to Relocate:* Quincy, MA 02169: Relocate before starting work (Required)Work Location: In person

Created: 2025-08-12