Office Administrative Assistant

The Office Administrative Assistant at Oline Construction will provide vital administrative and operational support to our Omaha headquarters. This role is ideal for someone who is organized, detail-oriented, and thrives in a fast-paced environment (our HQ office supports multiple regional territories).

As the first point of contact for many clients and visitors, this individual also plays an important role in maintaining a positive and professional office atmosphere. OLINE is a growing company, and we need someone who can support internal staff with scheduling, document management, communication, and other key tasks to keep things running smoothly.

Oline Construction values teamwork, accountability, and a strong sense of service—qualities we hope you bring to the table.

Duties and Responsibilities:

Administrative Support

Support the office and management team with daily administrative tasks

Prepare, scan, copy, and organize digital and physical documents

Schedule appointments and maintain calendars for internal staff

Order and track office supply inventory

Coordinate meetings, travel, and internal events

Front Office & Communication

Greet and assist visitors, clients, and vendors professionally and warmly

Answer and route 10–30 calls per day, take messages, and handle inquiries

Communicate with field staff throughout the day to support scheduling and updates

Create, update, and resolve job tickets and work orders across multiple software systems

Data Entry & Document Control

Maintain organized records and databases for contracts, billing, and administrative files

Assist with billing processes, estimates, and work order reconciliation

Upload/download files, scan documents, and ensure consistent document tracking

Verify certificates of insurance and maintain compliance records

Support Roles & Special Projects

Assist with planning office events, coordinating catering, and preparing meeting materials

Support social media or marketing tasks, if needed

Bonus: Photography skills are a plus for company events or marketing efforts

Qualifications:

Required:

High school diploma or GED

Valid driver’s license and reliable transportation

Strong communication skills, both written and verbal

Comfortable working in a fast-paced environment with frequent interruptions

Able to multitask and maintain attention to detail

Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

Friendly, respectful, and professional demeanor

Ability to work independently and collaboratively as part of a team

Preferred:

Experience with QuickBooks or basic bookkeeping tasks

Familiarity with social media platforms

Previous experience in a construction or operations office environment

Knowledge of AIA documents, contracts, or project coordination

Notary Public or willingness to become one

Physical Requirements:

Frequently required to sit, stand, walk, and reach

Frequently lift and carry up to 25 pounds; occasionally up to 50 pounds

Repetitive use of keyboard, mouse, and telephone

Visual ability to read documents and operate office systems

Must be comfortable in a collaborative, active office setting

Work Environment:

Duties are primarily performed in an office environment at Oline’s Omaha HQ

Occasional interactions with field staff, vendors, and outside visitors

Expected to maintain a professional, welcoming front-office presence