Office Administrator

Helios Construction Services is hiring an Office Administrator to support our Office Manager, Principals, and Project Teams across day-to-day office operations and project administration. This is a great role for someone who's organized, responsive, and eager to learn how a construction business runs-while building toward increasing responsibility in project documentation, contract flow, vendor compliance, and closeout support.

What you'll do

Office + Executive Support

• Provide front desk/phone coverage, mail handling, and general office coordination
• Support Principals and the Office Manager with meeting scheduling and coordination (internal and external)
• Draft, prepare, distribute, and follow up on correspondence and internal routing as needed
• Maintain office supplies, basic library/supply needs, kitchen supplies and cleanliness, and administrative filing systems

Construction Project Administrative Support

• Assist project teams in managing paperwork and information flow for active construction projects
• Support project folder setup/maintenance and document control in SharePoint and project systems
• Help with invoice intake/logging and basic financial admin tasks (tracking, routing, reminders)
• Support permit tracking/expiration and other compliance-driven tasks

Vendor onboarding + insurance compliance

• Collect and track vendor onboarding documents (W-9, COI, contacts) and file appropriately.
• Collect certificates of insurance and verify compliance per direction; maintain organized compliance records.

Growth Path: Construction Operations / Project Coordinator Track

This role is built to grow. As you ramp up, you'll start taking ownership of defined "process flow" workstreams, such as:

• Contract execution tracking and filing
• Vendor onboarding workflow
• Project coordinator support tasks that touch project startup, contract exhibits, COIs, and eventually Procore/Sage alignment (as readiness grows)

Over time, this position can develop into a Project Coordinator / Project Admin role with deeper ownership of contract administration, compliance, and project controls.

Qualifications

• 0-2 years of experience in an administrative, coordinator, or office support role (construction exposure a plus)
• Strong organization, attention to detail, and follow-through
• Clear written/verbal communication and comfort working with multiple stakeholders
• Working proficiency in Microsoft Office (Outlook, Word, Excel)
• Comfort learning new tools and systems (SharePoint / DocuSign / Procore exposure is a plus)

What success looks like in the first 90 days

• You will have an understanding of the Company and how team members work together within the Company
• You will become dependable on scheduling, basic office workflows, and document organization
• You will independently run vendor onboarding document collection and filing
• You will keep project/admin trackers current (invoices, permits, contacts, etc.)

Compensation & Benefits

Helios offers competitive compensation and a comprehensive benefits package including health, dental, and vision insurance, as well as a 401k.

How to apply

Submit your resume and a brief note about your interest in the role.