Office Manager

Position Title

Office Manager

Department

Operations

Report To

Project Manager/Corporate Project CFO

General Job Description

Provides administrative support to the Project Manager and project staff. Performs a variety of administration, clerical, data collection, and reporting tasks specific to the project, Acts as a liaison between the Project and Corporate Headquarters, Provides support for successful implementation and administration of Company policies, programs and procedures. Maintains a close and highly responsive relationship to the day to day activities of the project, project manager and client.

Essential Functions

• Acts as HR representative with respect to providing support and assisting project personnel in HR matters. Assists Corporate in new hire process to include new hire paperwork, payroll set up; and on-boarding necessary new hire paperwork is accurate and completed. Coordinate with Superintendent for maintaining all necessary employee time cards and schedule for timely payroll processing.
• Responsible for keying payroll hours and work activities for project employees in a timely and accurate manner.
• Responsible for the efficient administration of the project by answering telephone calls, greeting visitors and collecting & distributing mail. Responds and delegates requests for information.
• Responsible for the maintenance and updating of the incidents/accidents database and thorough follow up as may be necessary for claims with insurance companies as well as individuals.
• Schedules and coordinates meetings, conferences and travel as requested.
• Prepares monthly reports in a timely, accurate manner including but not limited to client required reports, overtime, payroll reports and work order activity reports.
• Maintain project filing including training and license records and vendor insurance certifications as well as incident reports and vendor contacts and files.
• Responsible for purchasing supplies, maintaining equipment, rental and vendor contracts.
• Responsible for the administration of the projects accounts payable and petty cash account including reconciliation, verification, and distribution.
• Answers the hot phone and manages all inquiries including recording and tracking of all inquiries to ensure all requests are responded to within contract requirements. Dispatch employees to accidents, repairs or other concerns of client or public.
• All other duties as assigned.

Knowledge, Skills, Abilities

Education: HS Diploma or GED (Preferred)

Accounting courses/certifications knowledge preferred

Professional demeanor; Responsible and highly ethical.

Reliable and dependable.

Team Player

High energy; quick learner; self-directed

Customer oriented

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.