Office Administrator

Office Administrator

W.E. O'Neil Construction

The Office Administrator supports the organization’s goals by performing a broad range of responsibilities, including accounting support, operational coordination, office administration, and general administrative functions. This role contributes to the overall efficiency and effectiveness of the team and involves cross‑functional collaboration with the National Accounting, Operations, and Human Resources departments.

• Prepare check requests for open account invoices as needed.
• Coordinate check processing with National Accounting Administrators.
• After receiving Regional Manager 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. 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, referencing unclaimed property laws in conjunction with National Accounting and clearly documenting 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, 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 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.
• 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…