Job Description

Position Overview:

Sparks Group is seeking a Branch Administrator for a construction company to provide vital operational and administrative support to project managers, superintendents, and executives. This fast-paced role involves office management, financial coordination, and compliance oversight. The ideal candidate is organized, detail-oriented, and thrives in a dynamic environment.

Key Responsibilities:

Administrative & Office Management:

• Serve as the first point of contact for calls and inquiries
• Organize project and office documentation
• Manage office supplies and uniform distribution
• Schedule internal meetings and maintain agendas/minutes
• Ensure administrative deadlines are met across teams

Compliance & Onboarding:

• Assist with new hire paperwork and onboarding
• Maintain safety, insurance, and project compliance documentation
• Manage Certificates of Insurance and support audit documentation

Financial & Project Coordination:

• Update budgets and change orders
• Prepare and manage monthly AIA invoices
• Monitor accounts receivable and follow up on payments
• Support monthly financial reporting and reconcile credit card receipts
• Assist with transitioning awarded jobs to production

Project & Team Support:

• Assist PMs with submittals and project tracking
• Compile and distribute weekly reports (hours, PTO, AR, job status)
• Support prequalification applications and vendor setups
• Set up new projects in internal systems

Qualifications:

• 3+ years in an administrative/office management role; construction experience preferred
• Familiarity with AIA billing and Foundation software a plus
• Solid understanding of AR/AP, invoicing, and financial reporting
• Strong communication, time management, and attention to detail
• Proficient in Microsoft Office (Outlook, Word, Excel)
• Valid driver’s license and reliable transportation

Ideal Candidate:

• Proactive, organized, and process-driven
• Professional and composed under pressure
• Team-oriented and dependable
• Excellent communicator and documentation-focused

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