Office Manager & Executive Administrator

Location: Jackson, MS

Schedule: Full-Time | In office

Salary: $55k -70k

 

Office Manager & Executive Administrator

Service Specialists Recruiting Agency is seeking an Office Manager & Executive Administrator for an established, growing company in Jackson, MS. We’re looking for someone who is organized, dependable, and proactive—someone who takes pride in staying ahead, managing details, and keeping things running smoothly. This is a full-time opportunity for someone who is comfortable balancing multiple priorities and takes ownership of getting things done.

What You’ll Do

Office & Administrative Operations

• Oversee day-to-day office operations and administrative needs.
• Maintain systems for tracking assignments, deadlines, recurring responsibilities, and follow-up.
• Manage office supplies, inventory, vendors, equipment, and company vehicle records.
• Coordinate meetings, events, and office logistics.
• Maintain organized electronic and physical records.

Executive Support

• Provide administrative support to executive leadership.
• Manage calendars, meetings, appointments, and travel arrangements.
• Prepare reports, presentations, correspondence, and meeting materials.
• Track executive assignments and commitments to ensure follow-through.
• Handle confidential company, employee, financial, and executive information with discretion.

HR & Employee Onboarding

• Manage the administrative onboarding and offboarding process.
• Coordinate background checks, drug screenings, employment paperwork, benefits enrollment, and other pre-employment requirements.
• Maintain accurate personnel records and HR documentation.
• Assist with benefits administration and employee questions.
• Ensure new employees have a professional and organized onboarding experience.

Accounting & Administrative Support

• Enter and code vendor invoices into accounting software.
• Maintain W-9s, certificates of insurance, and vendor records.
• Assist with payment tracking, filing, and other administrative accounting functions.
• Communicate discrepancies or missing documentation to the appropriate team member.

Business Development & Marketing Support

• Assist with RFQs, RFPs, proposals, and other business development materials.
• Track proposal deadlines and coordinate information from internal teams and outside partners.
• Maintain organized proposal materials, company information, and project records.
• Coordinate with outside marketing and creative partners on content, approvals, and deliverables.

What We’re Looking For

• 3+ years of experience in office management, executive administration, business administration, or a similar role.
• Exceptional organization, attention to detail, and follow-through.
• Experience supporting HR functions and employee onboarding.
• Experience with accounts payable, invoice entry, or similar accounting responsibilities.
• Strong proficiency with Microsoft Outlook, Word, and Excel.
• High level of professionalism, discretion, confidentiality and communication skills.
• Ability to identify problems, take initiative, and follow through without repeated direction.
• Experience working with outside vendors, consultants, or professional partners.
• Construction, engineering, architecture, or professional-services experience is a plus.
• Familiarity with RFQ/RFP processes or construction accounting/ERP software is a plus.

The Ideal Candidate

The ideal candidate takes pride in being someone others can depend on. They are naturally organized, enjoy creating order, communicate clearly, and follow assignments through to completion without letting important details fall through the cracks. They are comfortable managing a wide range of responsibilities and understand that successful administrative support means anticipating what needs to happen next—not simply responding when asked.

This person will bring consistency, organization, and confidence to the day-to-day administrative operations, helping ensure that important details are handled accurately and efficiently.