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W.E. O'Neil Construction · 22 hours ago

Office Administrator

Denver, CO

Full-time

Onsite

Entry Level

$55K/yr - $62K/yr

1+ years exp

W.E. O'Neil Construction is a company focused on construction and operational efficiency. The Office Administrator supports the organization’s goals through a range of responsibilities including accounting support, operational coordination, and general administrative functions, while collaborating with various departments.

Real Estate

Comp. & Benefits

Responsibilities

Prepare check requests for open account invoices as needed

Coordinate check processing with National Accounting Administrators

After receiving Regional Manager of Accounting Operations & Administration approval, coordinate weekly subcontractor and material check processing with the National Accounting Administrators, ensuring checks are mailed via USPS or overnight courier services

Coordinate vendor payments via Corpay with National Accounting Administrators, including ongoing follow-up on stale checks and maintenance of the open check and credit card logs

Route check register reports to appropriate approvers and obtain required approvals prior to the release of payments

Regularly request Wintrust stale check information from Regional Manager of Accounting Operations & Administration. Follow up with vendors as needed, and request payment voids and reissuance. When voiding a stale check without reissuing payment, ensure the corresponding invoice is also voided. Reference unclaimed property laws in conjunction with National Accounting and clearly document the reason for voiding the invoice. (e.g., account statement reflects no balance, vendor confirmed account is paid in full, etc.)

Support Core Services with quarterly vendor statement reviews by referencing GLAC reports (5560–5570 and 6170–6700), adding any new vendors to the master listing—excluding those who provide monthly statements (e.g., Amazon). For vendors who submit monthly statements, review Core Services’ updates for accuracy and provide direction as needed

Monitor Image Manager for pending invoice approvals, particularly during month-end and year-end close

Support vendor management processes, including submitting W9s for new vendor setup requests to the National Accounting Department, completing credit applications, and following up on returned 1099s

Complete new client/customer forms, including banking information as needed, and task the Regional Manager of Accounting Operations & Administration for review and approval before returning to the client

Promptly deposit and accurately code incoming payments—including owner payments, refunds, and miscellaneous transactions

Ensure electronic payments are coded and deposit notifications are completed promptly, using information provided by the Regional Manager of Accounting Operations & Administration

Monitor and follow up on outstanding refunds to ensure timely collection

Follow up with vendors and team members to resolve unidentified refunds or payments

Maintain the funding spreadsheet by updating cash receipts and following up with Project Accountants on any aging payments

Coordinate with the Operations Assistant to support local company vehicle processes, including registration, maintenance, branding, fuel cards, tolls, violations, recalls, vehicle transportation, equipment setup, driver assignments, and liquidations

Promptly communicate vehicle and driver changes to the Operations Assistant to ensure timely updates to Enterprise and WEX systems

Assist in gathering and submitting vehicle information for insurance and tax reporting as requested by the Operations Assistant

Distribute and maintain company-issued cell phones and air cards under the guidance of the Operations Assistant

Greet and direct visitors in a professional and welcoming manner

Open, sort, and distribute incoming mail and packages; notify recipients upon delivery

Provide clerical support for outgoing packages, including coordination of IT equipment shipments

Order and stock office supplies, and coordinate procurement of parking validations

Serve as backup receptionist for incoming calls for Core Services during holidays and special events

Manage kitchen and break area upkeep, including end-of-day clean-up after catered meetings, weekly refrigerator cleaning, and drink restocking

Ensure the office remains clean, organized, and functional at all times

Oversee office maintenance and coordinate with vendors or building management as needed

Coordinate with building management to issue or update parking access and key fobs as needed

Coordinate conference room reservations and submit general service requests to support day-to-day office operations

Coordinate meal orders and onsite or offsite arrangements for team trainings, meetings, and special events

Assist with new hire onboarding by issuing necessary equipment and supplies (e.g., gas cards, cell phones, PPE, Home Depot cards). For offices without onsite Human Resources, facilitate day-one equipment setup and provide basic technical support for virtual onboarding. Support employee offboarding by collecting company-issued equipment from the employee, Human Resources, or Supervisor

Coordinate jobsite mobilization and demobilization, including safety postings, data lines, trailers, copier rentals, and supplies

Prepare permit authorization letters and supporting documents as needed

Serve as backup for Core Services with temporary employee housing and travel logistics

Support jobsite badging and other project-specific administrative tasks

Maintain vehicle records and documentation required for audits, compliance, and internal policies

Collaborate with internal departments to streamline administrative coordination and ensure consistent support

Provide administrative support including document preparation, reporting, data entry, recordkeeping, and other tasks as assigned to ensure efficient office operations

Qualification

CMiCMicrosoft Office SuiteAccounting supportDocument managementTechnical troubleshootingOrganizational skillsCustomer serviceTime managementCollaborationDetail-oriented