Office Administrative Assistant

Office Administrative Assistant

Anderson Concrete Corp

Job Title: Office Administrative Assistant

Department: People Operations / Administration

Status: Hourly

Reports to: Director of People Operations

Job Summary

The Office Administrative Assistant serves as the first point of contact for Anderson Concrete and plays a critical role in maintaining a professional, organized, and efficient office environment. This position oversees front desk operations while supporting office administration, safety coordination, vendor compliance, and sales administrative functions.

This role requires a high level of professionalism, organization, and attention to detail while demonstrating a strong commitment to Anderson Concrete’s core values of Safety, Integrity, Excellence, Gratitude, Community, and Teamwork.

Due to regular access to sensitive employee and company information, the Office Administrative Assistant is required to maintain strict confidentiality and exercise discretion in all matters related to personnel, safety, sales, and proprietary business records.

Key Responsibilities

Front Desk \& Visitor Experience

• Serve as the primary point of contact for all visitors, vendors, and employees
• Manage building access in alignment with office security and safety protocols
• Answer and route incoming calls, take messages, and respond to general inquiries
• Maintain a welcoming, professional, and organized front office environment

Office Operations \& Administration

• Manage incoming and outgoing mail, ensuring timely and organized distribution of company communications
• Maintain a clean, organized, and well\-functioning office environment, including kitchen, supply areas, and common spaces
• Order, stock, and track office and operational supplies to ensure adequate inventory levels
• Coordinate meetings and events, including scheduling, room setup, and catering arrangements
• Maintain lobby and internal communication displays (TVs, announcements, and messaging boards) to ensure accurate and up\-to\-date information
• Support a positive and professional workplace environment by promoting organization, communication, and overall office efficiency
• Provide general administrative and project support as needed, demonstrating flexibility and a proactive approach to assigned tasks

Safety Administrative Support

• Maintain and organize safety documentation including:
• Incident reports
• Near\-miss reports
• Inspection records
• Training records and certifications
• Track and monitor safety training requirements, ensuring employees are up to date on required certifications (e.g., OSHA, DOT, company\-specific training)
• Assist with scheduling safety training sessions, orientations, and refresher courses
• Maintain and update safety bulletin boards, postings, and required compliance notices across office and facility locations
• Support the administration of safety programs by tracking participation, documentation, and completion (e.g., behavior\-based safety initiatives, safety meetings, toolbox talks)
• Assist in preparing and distributing safety communications, alerts, and reports to internal teams
• Coordinate and maintain records for PPE inventory, including tracking distribution and ensuring adequate stock levels
• Support data entry and tracking of safety metrics, including incident logs, trends, and monthly reporting summaries
• Assist with audit preparation by organizing safety files, documentation, and compliance records for internal and external reviews
• Assist with regulatory documentation and filing requirements related to OSHA, DOT, and other applicable agencies

Vendor Compliance \& COI Program

• Administer the company’s Certificate of Insurance (COI) vendor risk management program
• Track and maintain vendor compliance documentation
• Communicate with vendors to obtain updated insurance certificates
• Ensure compliance with company risk management standards

Sales \& Customer Administrative Support

Project \& Documentation Support

• File all Notice of Furnishing (NOF) and Notice of Commencement (NOC) documents accurately and in a timely manner
• Assist with maintaining project documentation and records to ensure accuracy and accessibility
• Support project setup activities in company systems (e.g., Integra), ensuring information is complete and up to date

Customer Onboarding \& Account Coordination

• Coordinate new customer onboarding by gathering required documentation and information
• Assist in assigning new customers to the appropriate sales representative
• Maintain and update new customer packets to ensure accuracy and completeness
• Distribute onboarding materials to internal stakeholders and ensure proper system setup
• Maintain accurate customer records within company systems

Sales Support \& Coordination

• Assist with maintaining sales\-related documentation including quotes, project records, and supporting materials
• Support bid tracking and general coordination of sales activities as needed
• Provide administrative support to the sales team to ensure timely communication and follow\-up

Sales Team \& Event Support

• Support the sales team with coordination of customer\-facing and internal activities, including:
• Educational sessions
• Training classes
• Lunch\-and\-learns
• Industry and partner\-related events (ACI, Integra, etc.)
• Assist with scheduling, logistics, and communication for sales\-related initiatives and events

Marketing, Literature \& Website Support

• Assist in managing jobsite photos and project documentation for marketing and promotional use
• Maintain an organized and up\-to\-date library of project images and descriptions
• Support updates to company materials and website content to ensure accuracy and consistency

Company Communications \& Events

• Assist with preparation and distribution of company newsletters and communications
• Support internal and external messaging to ensure timely and accurate communication
• Assist with planning and execution of company events, including:
• Employee recognition events
• Recruitment events
• Community and volunteer initiatives
• Support company communications and internal engagement efforts

General Administrative \& Cross\-Functional Support

• Support office supply ordering and inventory management for both office and operational needs
• Assist with administrative tasks that support overall company operations, including coordination between departments
• Provide administrative support across departments as needed
• Assist People Operations with reporting, audits, and documentation
• Support special projects and initiatives as assigned

Flexible Support

• Perform other duties as assigned to support the sales team, office operations, and company initiatives
• Demonstrate flexibility and a proactive approach to evolving business needs

Skills and Qualifications

• Excellent verbal and written communication skills
• Strong interpersonal and customer service skills
• Proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint)
• Strong organizational and time management skills with high attention to detail
• Knowledge of clerical procedures including recordkeeping and filing systems
• Experience working with HRIS systems for data entry, reporting, and employee records
• Ability to work independently and manage multiple priorities

Education and Experience

• High school diploma or equivalent required
• 3–5 years of administrative or office support experience preferred

Physical Requirements

• Ability to sit for extended periods and perform computer work
• Occasional light lifting (1–15 lbs.), filing, and movement
• Ability to maintain professionalism in a fast\-paced environment

Pay: $20\.00 \- $22\.50 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Work Location: In person