Jobsite Administrator - El Paso, TX

Jobsite Administrator - El Paso, TX

Attention Military Affiliated Job Seekers : Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. If you have the required skill set, education requirements, and experience, please follow the next steps.

About Hensel Phelps : Founded in 1937, Hensel Phelps specializes in building development, construction, and facility services in markets ranging from aviation to government, commercial, transportation, critical facilities, healthcare, and transportation. Ranked #1 in aviation and #6 overall general contractor in 2024 by BD+C, Hensel Phelps is one of the largest employee-owned general contractors in the country. Driven to deliver excellence in all we do and supported by our core values of Ownership, Integrity, Builder, Diversity, and Community, Hensel Phelps brings our clients' visions to life with a comprehensive approach that begins with innovative planning and extends throughout the life of the property.

Position Description

The Jobsite Administrator is responsible for a variety of administrative and clerical duties to support daily office operations for multiple departments and projects across the region. This individual is a service-oriented team member who can take initiative, work independently, and adapt quickly in a fast-paced work environment. Essential duties include :

• Greeting visitors / industry partners and helping with check-in via visitor management system.
• Answering the central phone line and directing incoming calls to appropriate personnel.
• Providing administrative support to office executives, Estimating Department, Marketing Department, Operations Department, and for the operational needs of the region overall.
• Managing and updating the regional calendar with company-wide events and meetings and overseeing conference room scheduling; scheduling and coordinating food and beverages for meetings as needed.
• Compiling and managing routine correspondence to all levels of personnel.
• Maintaining office machines, equipment, and supplies by conducting regular inventory checks, ordering supplies, and scheduling routine service appointments.
• Submitting payroll weekly for all office personnel and processing weekly invoices.
• Checking and distributing mail daily.
• Coordinating building security access and parking for all office personnel and processing badging and renewals for federal base access and maintaining region-wide badging spreadsheet.
• Scheduling travel arrangements and hotel accommodations for executives and other employees (as needed) and assisting with planning of special events.
• Overseeing company fleet by keeping vehicle registration, safety inspection, and insurance up to date. Tracking vehicle location and transfers via equipment spreadsheet.
• Helping with the New Hire onboarding via UKG Onboarding.

Position Qualifications : Associate degree preferred. 2+ years administrative experience. Comprehensive proficiency in current version of Microsoft Word, Excel, and Outlook. Excellent oral and written communication skills; customer service oriented. Collaborative, innovative, and quick learner. Great attention to detail, organized, and ability to multitask. Certification of Notary or Notary Certificate (acquired within 60 days of hire).

Physical Work Classification & Demands : Light Work. Exerting up to 25 pounds of force occasionally, and / or up to 10 pounds of force frequently, and / or a negligible amount of force constantly to move objects. The individual in this position will periodically walk, kneel, sit, crouch, reach, stoop, read / see, speak, push, pull, lift, stand, and finger / type. The frequency of each action varies by workflow and office activity. Walking - The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, boxes, cabinets, etc. Constantly operates a computer and other office machinery, such as a calculator, copy machine, phone, computer, and computer printer. The person in this position frequently communicates with employees and external stakeholders regarding a variety of topics related to office administration. Constantly computes, analyzes, and conceptualizes mathematical calculations and formulas. Constantly reads written communications and views email submissions. The person in this position regularly sits in a stationary position in front of a computer screen. Visual acuity and ability to operate a vehicle as certified and appropriate. Rarely exposed to high and low temperatures. Rarely exposed to noisy environments and outdoor elements such as precipitation and wind.

Benefits : Hensel Phelps provides generous benefits for our full-time employees. This position is eligible for company-paid medical insurance, life insurance, accidental death & dismemberment, long-term disability, 401(K) retirement plan, and our employee assistance program (EAP). Hensel Phelps also believes in the importance of taking time to recharge. As a result, employees are eligible for paid time off beginning upon hire.