Office Administrator

Pennhills Resources•Kane, PA

33d

About The Position

Pennhills Resources, LLC has an immediate opening for a f ull time Office Administrator . This position is pivotal in managing the workflow of the office and provides direct support for multiple departments. With growth on the horizon , we are looking to add to our already talented team of employees. Exercising independent judgement, critical thinking and decision-making skills in maintaining good working relationships with coworkers and an aptitude for working with the public are essential traits for this role. Essential duties include the following, and other duties may be requested, as needed.

Requirements

High school diploma, with emphasis on business-related coursework. Post-secondary education is preferred.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Intermediate skills in Excel and beginner skills in other Microsoft applications.
Complete familiarity/use of PC operations.
Good communication skills.
Excellent interpersonal, problem-solving and decision-making skills.

Responsibilities

Accounting Support Prepares the coding of invoices for utilities and employee benefits.
Creates the trial-post for expenses and enters invoices into accounting software for posting to the general ledger.
Enter invoices into accounting software for posting to general ledger.
Reviews/maintains accounting email for new invoices to process for payment and vendor correspondence.
Tracks and distributes invoices to staff for coding/approval.
Reviews credit card spending for collection of receipts.
Maintains vendor listing and correspondence, including certificate of insurance listing.
Assists with weekly A/P check run and distribution.
Human Resources Support Assists employees in securing travel arrangements, as needed.
Coordinates the administrative processes involved with employee benefit programs to include health benefits, dental, vision, life insurance and STD.
Enrolls new employees, and reconciles invoices to HR system.
Coordinates and assists in the development of company sponsored activities such as company picnics, and special occasions.
Coordinates the timekeeping process for payroll, tracks and reconciles all paid time off for accurate recordkeeping and use of time off and accruals.
Organizes and tracks employee trainings records and serves as Safety Committee secretary.
Performs HR functions by responding to employee requests and questions.
Conducts benefit enrollment for new employees and enters data in tracking system.
Verifies I-9 documentation and performs re-verification as needed.
Assists with onboarding and offboarding employees, including preparing new hire packets, scheduling drug screening and background checks, performing reference checks, preparing COBRA notifications.
Manages the process for posting positions, validating applicants, coordinating and scheduling interviews with appropriate department leads and preparing follow up correspondence.
General Administrative Support Manages distribution of all incoming/outgoing mail including UPS/FedEx.
May also include infrequent shipment of hazardous materials.
Maintains postage log and necessary postage funds.
Maintain Company Charitable Giving requests and subscription services.
Prepares letters and check requests for payment.
Coordinates monthly “employee Birthday Card” distribution and annual corporate Christmas card distribution.
Drafts letters and emails to vendors and landowners and maintains orderly scanning and filing.
Maintains continuity within the office by ensuring supplies in common areas are ready and available on a regular basis.
Collaborates with office personnel and schedules IT support services to address employee requests.
Provides assistance with fleet maintenance; including vehicle registrations, coordinates notary support related to vehicles, trailers, Bill of Sale information, transfers and other related duties.
Manages the flow of guests by responding to inquiries and ensuring adherence to safety and security protocols.
May also route in-coming calls, take messages, and screen calls.
Establishes and updates company marketing efforts utilizing various outlets including social media, advertising, and subscription services.
Organizes and maintains well files and data room records.