Office Administrator

Job Description

Job Description

Office Administrator

Marlin Construction Services

About Marlin Construction Services

Marlin Construction Services is a growing New Jersey-based heavy civil and site construction contractor specializing in excavation, utility installation, grading, paving, concrete, and infrastructure projects. We pride ourselves on professionalism, responsiveness, and delivering high-quality work for both public and private sector clients.

As we continue to grow, we are seeking a highly organized Office Administrator to become the operational backbone of our office. This individual will oversee day-to-day administrative operations while managing key financial and office functions that keep the business running efficiently.

If you're someone who enjoys wearing multiple hats, thrives in a fast-paced construction environment, and takes pride in keeping an organization running smoothly, we'd love to meet you.

Position Summary

The Office Administrator serves as the central hub of the company's administrative operations. This position oversees office administration, billing, accounts payable, purchasing, and general financial coordination while supporting company leadership and project teams.

The ideal candidate is proactive, detail-oriented, highly organized, and comfortable managing multiple priorities with minimal supervision.

Primary Responsibilities

Office Administration

• Oversee daily office operations and administrative functions
• Answer phones, greet visitors, and serve as the primary point of contact for the office
• Prepare correspondence, reports, spreadsheets, and company documents
• Organize and maintain electronic and physical filing systems
• Coordinate meetings, schedules, and company events as needed
• Manage incoming and outgoing mail and deliveries
• Maintain confidential company records and documentation
• Assist company leadership with administrative projects and operational support

Financial & Accounting Support

• Prepare and submit customer invoices and progress billings
• Process accounts payable invoices and vendor payments
• Match purchase orders, invoices, and receipts
• Maintain accurate financial records and supporting documentation
• Assist with accounts receivable tracking and collections
• Coordinate with the company's CPA and outside accounting partners
• Reconcile company credit card statements and expense reports
• Assist with payroll documentation and employee time records
• Support month-end reporting and financial record organization

Office Operations

• Order office supplies, safety equipment, and company materials
• Coordinate equipment rentals and vendor purchases
• Maintain vendor and subcontractor files
• Assist with insurance certificates, licenses, and compliance documentation
• Ensure the office remains organized, efficient, and well stocked
• Support new employee onboarding and administrative paperwork

Construction Administration

• Maintain project files and contract documentation
• Assist with subcontract agreements and change order documentation
• Track permits, inspections, and project documentation
• Prepare bid packages, qualification documents, and project submittals as needed
• Support project managers with administrative coordination
• Maintain electronic filing systems for active and completed projects

Qualifications

• 3+ years of office administration or office management experience
• Prior construction industry experience strongly preferred
• Experience with billing, accounts payable, bookkeeping, or accounting support
• Excellent organizational and time management skills
• Strong written and verbal communication abilities
• High level of professionalism and confidentiality
• Ability to prioritize multiple tasks in a fast-paced environment
• Self-motivated with exceptional attention to detail

Preferred Qualifications

• Experience working for a construction contractor
• Familiarity with AIA billing and progress invoicing
• Experience with purchase orders and vendor management
• Knowledge of payroll processes
• Experience with construction accounting software
• QuickBooks experience preferred
• Proficiency with Microsoft Excel, Word, Outlook, and Adobe Acrobat

What We're Looking For

The successful candidate will be:

• Highly organized and dependable
• Comfortable working independently
• Solutions-oriented with excellent problem-solving skills
• Professional in communicating with clients, vendors, and employees
• Able to manage confidential information with discretion
• Adaptable and willing to assist wherever needed

Why Join Marlin Construction Services?

At Marlin Construction Services, every employee plays an important role in our success. We're building more than infrastructure—we're building a company where hardworking professionals can grow their careers. You'll have the opportunity to make a meaningful impact on daily operations and become an integral member of a collaborative, growing team.

Marlin Construction Services is an Equal Opportunity Employer.

Marlin Construction Services, Inc. is a New Jersey-based civil contractor specializing in site development, excavation, underground utilities and paving. Since 1999, the company has built a strong reputation for quality work, a hands-on self-perform approach, and a team-driven culture focused on delivering projects the right way.

Company Description

Marlin Construction Services, Inc. is a New Jersey-based civil contractor specializing in site development, excavation, underground utilities and paving. Since 1999, the company has built a strong reputation for quality work, a hands-on self-perform approach, and a team-driven culture focused on delivering projects the right way.