Office Administrator

Helios Construction Services is hiring an Office Administrator to support our Office Manager, Principals, and Project Teams across day-to-day office operations and project administration. This is a great role for someone who's organized, responsive, and eager to learn how a construction business runs-while building toward increasing responsibility in project documentation, contract flow, vendor compliance, and closeout support. What you'll do Office + Executive Support Provide front desk/phone coverage, mail handling, and general office coordination Support Principals and the Office Manager with meeting scheduling and coordination (internal and external) Draft, prepare, distribute, and follow up on correspondence and internal routing as needed Maintain office supplies, basic library/supply needs, kitchen supplies and cleanliness, and administrative filing systems Construction Project Administrative Support Assist project teams in managing paperwork and information flow for active construction projects Support project folder setup/maintenance and document control in SharePoint and project systems Help with invoice intake/logging and basic financial admin tasks (tracking, routing, reminders) Support permit tracking/expiration and other compliance-driven tasks Vendor onboarding + insurance compliance Collect and track vendor onboarding documents (W-9, COI, contacts) and file appropriately. Collect certificates of insurance and verify compliance per direction; maintain organized compliance records. Growth Path: Construction Operations / Project Coordinator Track This role is built to grow. As you ramp up, you'll start taking ownership of defined "process flow" workstreams, such as: Contract execution tracking and filing Vendor onboarding workflow Project coordinator support tasks that touch project startup, contract exhibits, COIs, and eventually Procore/Sage alignment (as readiness grows) Over time, this position can develop into a Project Coordinator / Project Admin role with deeper ownership of contract administration, compliance, and project controls. Qualifications 0-2 years of experience in an administrative, coordinator, or office support role (construction exposure a plus) Strong organization, attention to detail, and follow-through Clear written/verbal communication and comfort working with multiple stakeholders Working proficiency in Microsoft Office (Outlook, Word, Excel) Comfort learning new tools and systems (SharePoint / DocuSign / Procore exposure is a plus) What success looks like in the first 90 days You will have an understanding of the Company and how team members work together within the Company You will become dependable on scheduling, basic office workflows, and document organization You will independently run vendor onboarding document collection and filing You will keep project/admin trackers current (invoices, permits, contacts, etc.) Compensation & Benefits Helios offers competitive compensation and a comprehensive benefits package including health, dental, and vision insurance, as well as a 401k. How to apply Submit your resume and a brief note about your interest in the role.

Created: 2026-03-04