Office Manager (20-25 Hours Per Week)

Aston Carter•Reno, NV

19h•Onsite

About The Position

The Office Manager / Office Administrator – US Division provides core operational and financial support for a multi-site US portfolio, overseeing day-to-day office operations, full-cycle accounts payable, and administrative coordination for Exploration and Finance teams. This role operates with minimal supervision, manages vendors and expense processing, supports month-end reporting and budgeting activities, and maintains compliant administrative, financial, and employee records. The position suits a highly organized, detail-oriented professional who is comfortable managing competing priorities in a fast-paced environment and who can confidently partner with Finance, HR, and operational leadership across multiple US locations.

Requirements

Proven experience in office administration and office management, supporting day-to-day operations in a fast-paced environment.
Hands-on experience with full-cycle accounts payable and processing high volumes of invoices, vendors, or transactions with accuracy.
Strong working knowledge of Microsoft Office, including advanced Excel skills such as lookups, pivot tables, and reconciling data sets.
Ability to work within accounting and expense systems such as JDE, DSAC, Docusphere, and Concur or similar platforms.
Ability to understand and follow financial approval workflows and internal controls.
Demonstrated process-improvement mindset with the ability to identify inefficiencies and suggest practical improvements.
Proven ability to build repeatable administrative processes and clear documentation.
Strong follow-through and ownership of tasks from initial intake to completion.
Confidence and professionalism when communicating with internal teams as well as external vendors and service providers.
Ability to manage sensitive and confidential information with discretion and sound judgment.
High level of organization and attention to detail, with the ability to manage competing priorities and deadlines.
Strong written communication skills for internal documentation, reporting support, and correspondence.
Comfort working with minimal supervision while supporting multiple stakeholders across locations.

Nice To Haves

Experience supporting budgets or tracking spend against forecasts.
Familiarity with multi-state payroll, tax, or vendor compliance concepts.
Exposure to land, lease, contract, or asset-based administration in an operational or project-based environment.
Experience onboarding vendors, contractors, or new employees and coordinating related documentation.
Prior experience in industries with operational or project-based work, such as construction, engineering, utilities, or mining.
Experience working within multi-state operations or regulatory reporting environments, including frameworks such as ESTMA.
Comfort collaborating with Finance, HR, and operational leadership to support cross-functional initiatives.

Responsibilities

Manage incoming and outgoing mail, courier services, phone lines, and shared administrative inboxes to ensure efficient communication and information flow.
Coordinate office supplies, equipment, repairs, and maintenance, and oversee day-to-day office operations to maintain a well-functioning workplace.
Maintain accurate and current contact lists for US employees and key business partners.
Administer organized electronic and physical filing systems to support easy retrieval and audit-ready documentation.
Develop, document, and maintain standard operating procedures (SOPs) for administrative functions to promote consistency and efficiency.
Maintain Emergency Response Plans for the Reno office and ensure related documentation remains up to date.
Coordinate administrative activities with other offices to ensure alignment of processes and standards.
Administer facilities and office operations across multiple US locations, including sites in Nevada, Alaska, and South Dakota.
Perform full-cycle accounts payable for the US Division, including invoice intake, review, coding, routing, and processing for approval.
Work within accounting and expense systems such as JDE, DSAC, Docusphere, and Concur to process transactions accurately and on time.
Manage vendor onboarding and maintain complete and accurate vendor records.
Serve as the primary point of contact for vendors and contractors, addressing inquiries and resolving issues in a timely manner.
Retrieve invoices from vendor portals and ensure they are processed within required timelines.
Coordinate payment preparation and release with the Finance team to ensure accurate and timely disbursements.
Review employee expense reports and process reimbursements in accordance with policies and controls.
Prepare and process annual 1099s for contractors in collaboration with Finance and Accounting.
Assist with month-end accounting reconciliations and variance analysis to support accurate financial reporting.
Prepare supporting schedules for monthly and quarterly reporting requirements.
Monitor and reconcile bank accounts to ensure accuracy and identify discrepancies.
Prepare quarterly cash calls for US Exploration and coordinate with relevant stakeholders.
Assist with salary, benefits, and general and administrative (G&A) budget preparation and tracking.
Track regulatory and financial reporting requirements, including frameworks such as ESTMA, and support timely submissions.
Provide tax and financial data to Accounting and Corporate Finance as requested.
Oversee land-related payments, reclamation bonds, leases, vendor contracts, consultant agreements, and registered agent filings.
Assist with annual land payments for claims and private ground, ensuring deadlines and obligations are met.
Maintain business registrations and required state, county, and municipal licenses for US operations.
Compile and submit monthly workforce data to support HR and corporate reporting.
Respond to administrative and data requests from Corporate HR and US employees in a timely and professional manner.
Maintain confidential employee records in accordance with company policies and applicable requirements.
Support compliance with federal and multi-state employment requirements and operational regulations, including those related to mining and financial reporting.
Partner closely with Finance, HR, and Exploration leadership to ensure smooth administrative and financial operations across the US portfolio.
Manage sensitive information with a high degree of discretion and professionalism while handling day-to-day administrative and financial tasks.