Office Administrator / Job Coordinator

Job Summary

We are seeking a detail-oriented and highly organized Office Administrator / Job Costing Coordinator to join our team in Mesa, AZ. This full-time, in-office role is essential to the daily operations of our service-based business and combines administrative support with job costing, timekeeping, and project documentation.

The ideal candidate is reliable, ambitious, and professional, with a strong ability to manage multiple priorities while maintaining accuracy. This position works closely with field staff, suppliers, and management to ensure labor hours, job costs, and project records are properly tracked and maintained.

Responsibilities

• Manage daily office operations including filing, document organization, and general administrative support
• Track and manage employee timekeeping by job site
• Job cost labor hours for each employee and project
• Support payroll processing by verifying hours worked and ensuring accurate data entry
• Maintain organized records of office documents, project files, and financial paperwork
• Create and manage pre-liens and liens when necessary
• Set up and maintain job accounts with suppliers and vendors
• Track incoming and outgoing supplier quotes and maintain proper documentation
• Assist with documentation related to change orders, when applicable
• Communicate with internal teams and suppliers to support job tracking and administrative needs
• Ensure accuracy, compliance, and timely completion of administrative tasks

Requirements

• Proven experience in office administration or office management
• Strong organizational and multitasking skills in a fast-paced environment
• Highly detail-oriented with excellent accuracy and follow-through
• Reliable and dependable with consistent attendance
• Ambitious, proactive, and motivated to grow within the role
• Professional verbal and written communication skills
• Ability to handle sensitive information discreetly and responsibly
• Strong computer and clerical skills

Bonus Qualifications (Preferred but Not Required)

• Experience working in an office environment for a service or construction company
• Experience with Housecall Pro
• Experience with change orders
• Experience using Procore or similar project management software

Pay: $24.81 - $29.87 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person