PHX Fuel Office Manager

Swissport International AG•Phoenix, AZ

10d•Onsite

About The Position

The Office Manager plays a crucial role in ensuring the efficient functioning of an organization by overseeing various administrative tasks and managing office resources. This position is pivotal for maintaining a productive and organized workplace, enabling other staff members to perform their roles effectively. The Office Manager coordinates office activities and operations to secure efficiency and compliance with company policies, manages electronic procurement system and provides general administrative support to employees.

Requirements

High school diploma or equivalent; a degree in Business Management, or a related field.
Ability to establish and maintain positive, professional, internal and external work relationships with all stakeholders and interest groups
Strong proficiency in Microsoft suite of programs, including Word, PowerPoint, Outlook and Excel
Play a key role in organizational culture & style whereby all colleagues are empowered & valued
Organizational skills and ability to structure and coordinate a range of duties and meet deadlines

Responsibilities

Ordering and tracking supply inventory and usage, cost analysis, sourcing new vendors, ordering uniforms/PPE, maintaining and reconciling purchase order log.
Organization, storage/retention, and disposal of facility documents
Manage inventory tracking for all facility assets, including issuing gate access cards and maintaining accurate records of computers, printers, phones, tools, and other equipment.
Setting up new vendors, managing vendor relationships, researching invoices and AP inquiries, processing invoices in SAP, processing expense reports.
Reconcile vendor statements and PO tracker regularly to ensure all invoices are processed accurately and follow up on outstanding payment statuses
Assist on Tracking budgeted expenses, preparation of the budget book, and special project tracking.
Inputting employee schedules, reviewing timecards and processing weekly payroll, tracking attendance and violations, processing gross dollar adjustments, check disbursement, ordering manual checks.
Assisting employees with annual enrollment, explaining benefits options, submitting changes of information, Tracking sick/vacation hours.
Offer daily assistance to employees with routine tasks, questions, and workplace needs.
Troubleshooting phone, fax, internet, and other facility technology.
Training and assisting employees with the use of facility technology and IT security compliance.
Administering the facility’s Department of Transportation (PHMSA) compliance program. Enrollment and removal of employees in a DOT regulated safety-sensitive position. Setting up pre-employment, random, post-accident, and reasonable suspicion of drug and alcohol screening. Training management to perform DOT DER duties and educating employees on the program.
Acting liaison between Swissport and PHX Airport to administer and ensure compliance with the airport, TSA, and CBP security regulations. Tracks renewal dates and performs annual badge audits.
Prepare weekly presentation slides for facility meetings, document and maintain minutes for monthly safety meetings, Coordinate and prepare for monthly town hall meetings
Manage and update the Employee of the Month program, including tracking nominations and maintaining records
Inventory data entry, inventory analysis, usage forecasting, inventory auditing/reconciliation, and end of month reporting.