Polaris Building Group

Position: Office Administrator

Last Revised: 08.2026

Job Status: Non-Exempt, Full-time

Reports To: Owner

Supervisory Responsibilities: N/A

Position Summary: The Office Administrator supports the day-to-day operations of the company across accounting, compliance, project administration, and executive support. This is a broad, hands-on role for someone who is organized, detail-oriented, and comfortable shifting between responsibilities as the needs of the business change. The Office Administrator helps keep the office running smoothly, maintains accurate records, and provides direct support to the Owner.

Essential Functions:

• Support accounting and bookkeeping activities, including accounts payable, accounts receivable, reconciliations, payroll, and job costing.
• Maintain compliance and administrative records, including insurance certificates, licensing, personnel files, and other required documentation.
• Assist with project administration, including contracts, purchase orders, project files, and coordination with the project team.
• Provide executive support to the Owner, including calendar management, scheduling, correspondence, and follow-up on priorities.
• Serve as a point of contact for clients, subcontractors, and vendors, and manage general office communications.
• Maintain organized filing systems and company records, both physical and electronic.
• Support the use of company software and systems, and help keep information accurate and up to date.

Other Tasks:

• Manage general office needs, including supplies, vendors, and coordination of meetings and events.
• Maintain confidentiality of all financial, personnel, and business information.
• Follow all policies and procedures set forth in the Employee Handbook and Company Safety Program.
• Take on additional responsibilities and special projects as the role and the company evolve.
• Other duties as assigned.

Skill, Knowledge, and Ability Requirements:

• Strong organizational skills and attention to detail.
• Working knowledge of general accounting and bookkeeping principles.
• Clear and professional written and verbal communication.
• Proficiency with Microsoft 365 and the ability to learn new software quickly.
• Ability to manage multiple priorities and work independently with minimal direction.
• Sound judgment and discretion in handling confidential information.
• A flexible, team-oriented approach and a willingness to help wherever needed.

Education and Experience:

• Relevant experience in office administration, bookkeeping, or a related field.
• Experience in construction or a related industry is preferred but not required.
• A degree in a related field is a plus; equivalent relevant experience will be considered.

Physical Requirements:

• Punctual, regular, and consistent attendance.
• This is an on-site position based in the company's office.
• Prolonged periods of sitting at a desk and working on a computer.
• Occasional standing, walking, and lifting of office materials up to 25 pounds.
• Work is performed primarily in a climate-controlled office environment.