Office Administrator

About The Company

Built on a foundation of integrity, respect, and commitment, JPI stands out as one of the most active real estate developers and builders in the nation.  For more than 35 years, JPI has designed and developed communities with best-in-class homes and amenities. JPI is committed to data-driven management and continuous improvement. Its team of experts utilizes data – including unparalleled market research, proven business processes, and proprietary models – to ensure that every decision is strategic, focused, and produces exceptional multifamily communities with the best risk-adjusted returns. More than just great communities, JPI is focused on leaving a lasting impact on the communities where we build and is continually committed to “Building What Matters.”  JPI operates as a subsidiary of Sumitomo Forestry, which is recognized as one of the largest home builders in the United States.

About the Job.

The Office Administrator will be responsible for ensuring the smooth and efficient operation of the office by managing administrative tasks, supporting team members, and acting as a required point of contact for all office-related issues. This position is based in DFW and primarily focused on supporting JPI Trades businesses, including financial duties. The Office Administrator should have strong organizational and multitasking abilities with excellent communication and interpersonal skills. The Office Administrator should be proficient in project management software, and Microsoft Office Suite, and have strong problem-solving skills with attention to detail.

Essential Functions & Responsibilities:

Office Engagement (Garland Office)

• Maintain and present a neat and orderly reception office appearance.

• Greet and welcome visitors, guests, and visiting associates to the office including offering refreshments, directing them to appropriate conference rooms, answering questions about the facilities, and validating parking tickets.

• Provide administrative support to teams and departments, including coordinating meetings, handling correspondence, maintaining files and records

• Coordinate travel arrangements for staff and labor, including booking flights, accommodation, and transportation.

• Assist with budget tracking and expense reporting for office-related expenditures.

• Reserve conference rooms for associates as needed.

• Coordinate with construction suppliers, subcontractors as well as clients, to support required tax resale submittals, COI compliance, and W-9 receipts.

• Assist with Construction Accounting tasks as required, including invoice entries, waiver management, PO management, and credit applications.

• Manage JPI’s weekly lunch program by selecting vendors, choosing options within budget, and coordinating setup and communications.

• Serve as the primary point of contact for lunch deliveries to appropriate Associate/Conference Room locations.

• Oversee kitchen housekeeping, including maintaining cleanliness, organizing supplies, and ensuring all appliances are in working order.

• Serve as the primary point of contact for office building management. 

• Manage and ensure office facilities are in working condition, including office equipment, temperature, A/C or heat, lighting, and other office systems.

• Maintain and manage office safety protocol (i.e., Emergency Action Plan).

• Serve as the primary point of contact for office vending and postal services.

• Perform and maintain purchase orders and invoicing for all office-related expenses to ensure accurate tracking and budget management.

• Review and confirm the accuracy of all vending services invoices and is the liaison when repairs are needed.

• Manage incoming and outgoing mail and packages ensuring timely distribution and preparing overnight and special mail delivery packages including printing postage.

• Manage inventory of office supplies, personal protective equipment, and equipment, order supplies as needed, and serve as contact to vendors for repair, equipment maintenance, or issues with supplies, purchase orders, invoices, and billing.

Associate Engagement

• Assist with new hire onboarding for Garland-based associates to ensure adequate and efficient preparation, operation, and wrap-up.

• Create and maintain presentation and content development for variou