Office Administrator
Pittsburgh, PA
Full Time
PENNSYLVANIA
Experienced
Sargent Electric Company (www.sargentelectric.com) - Consistently named one of the Top Fastest Growing Companies by the Pittsburgh Business Times. Established in 1907, Sargent Electric Company has since evolved into one of the largest electrical contracting companies in the area, providing comprehensive services to our clients.
We are looking to hire an OFFICE ADMINISTRATOR reporting to our Pittsburgh, PA office. This position provides comprehensive, executive-level support to the CEO/President and senior management team while simultaneously overseeing key corporate administrative functions. Acting as both an Executive Assistant and Office Administrator, this position requires strong organizational, operational, and communication skills. The Office Administrator serves as a central point of contact for employees, customers, vendors, and external stakeholders while maintaining the highest levels of confidentiality and professionalism. This role demands exceptional multitasking, discretion, and the ability to coordinate across departments, divisions, and business locations.
POSITION RESPONSIBILITIES:
We are looking to hire an OFFICE ADMINISTRATOR reporting to our Pittsburgh, PA office. This position provides comprehensive, executive-level support to the CEO/President and senior management team while simultaneously overseeing key corporate administrative functions. Acting as both an Executive Assistant and Office Administrator, this position requires strong organizational, operational, and communication skills. The Office Administrator serves as a central point of contact for employees, customers, vendors, and external stakeholders while maintaining the highest levels of confidentiality and professionalism. This role demands exceptional multitasking, discretion, and the ability to coordinate across departments, divisions, and business locations.
POSITION RESPONSIBILITIES:
Executive & Administrative Support
- Act as a primary liaison between leadership, employees, customers, vendors, subcontractors, and external partners.
- Manage executive correspondence, inquiries (web, email, phone), and coordinate routing and follow-up with the appropriate teams or locations.
- Coordinate internal and external communications and company-wide announcements, ensuring message alignment and timing with the Executive Team.
- Organize and coordinate executive and company meetings, leadership events, and conferences.
- Support marketing and business development initiatives, including event coordination, communications, and materials preparation.
- Coordinate executive and team travel, accommodations, and schedule logistics across departments.
Corporate Governance & Records Management
QUALIFICATIONS:
- Maintain accurate and organized corporate records, contracts, and approvals, facilitating timely renewals and amendments.
- Coordinate capital expenditure requests and maintain file of approvals. Process requests for surety bond, and certificates of insurance.
- Manage daily logistical and operational needs for the company’s office spaces, including vendor management, supply ordering, maintenance, and facilities coordination.
- Implement and maintain effective office management systems and procedures that support organizational efficiency.
- Provide administrative oversight for facility-related projects and office improvements.
- Assist in maintaining and updating corporate governance materials, including the Contracting Manual, Operations Manual, and company organizational charts.
- Manage the company’s document control and retention program and secure repository systems (including any future software contract management systems) with appropriate access controls.
- Scan, upload and email legal correspondence and other documents to appropriate recipients for processing; assist with document discovery processes, including uploading of documents into external legal portals.
- Oversee company licenses (new issues and renewals) nationwide.
- Manage daily logistical and operational needs for the company’s office spaces, including vendor management, supply ordering, maintenance, and facilities coordination.
- Implement and maintain effective office management systems and procedures that support organizational efficiency.
- Provide administrative oversight for facility-related projects and office improvements.
QUALIFICATIONS:
- Bachelor's degree in business administration, marketing, or a related field (preferred).
- 10+ years of demonstrated executive administration and office management experience in a complex organization. Proven ability to balance high-level executive support with practical operational oversight.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with document management systems (SharePoint, Vista); and expense/travel management software.
- Exceptional organizational skills and the ability to manage multiple high-priority tasks simultaneously while meeting deadlines with accuracy and attention to detail.
- Strong written and verbal communication skills with proven ability to prepare executive-level documents, reports, and correspondence.
- High level of discretion and confidentiality in handling sensitive information and personnel matters.
- Strong problem-solving, collaboration, and interpersonal skills for effective coordination across teams and with external stakeholders.
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