Office Manager

Black & Veatch Family of Companies•Cartersville, GA

11d•Onsite

About The Position

This position is 100% on-site in Cartersville, GA. Per diem and relocation assistance are available. The site operates on a minimum schedule of 5 days/week, 10 hours/day (5/10s). Union payroll and site management experience are highly preferred. Responsible for coordinating a wide variety of administrative duties and tasks to ensure smooth project site office operations for typically a larger direct hire project. Acts as main administrative liaison between site office and home office administrator. Performs and/or oversees activities relating to accounting, timesheets, human resources, equipment and supplies. Addresses craft payroll issues. Has daily contact with various clients, subcontractors and company employees. May plan, organize, direct and negotiate project office activities if required.

Requirements

5+ years relevant experience required.
Some related open shop and/or union experience required.
Some Direct Hire experience required for Direct Hire assignments.
All applicants must be able to complete pre-employment onboarding requirements (if selected) which may include any/all of the following: criminal/civil background check, drug screen, and motor vehicle records search, in compliance with any applicable laws and regulations.

Nice To Haves

High School Diploma or Equivalent
Human Resources and PeopleSoft experience preferred
Some supervisory experience preferred
Knowledge of administrative policies and procedures
Knowledge of HR policies and procedures
Knowledge of employment law, FMLA, ADA
Knowledge of HRIS policies and procedures
Knowledge of time reporting policies and procedures
Knowledge of expense reporting policies and procedures
Knowledge of electronic file storage system
Supervisory skills
Accounting skills
Customer and Employee Relation skills
Oral and written communications skills
Multi-tasking ability (prioritize, organize, schedule work)
Office equipment troubleshooting skills
Desktop PC (Outlook, Access, Excel, Word)

Responsibilities

Supervises administrative support functions and staff as needed, including receptionist, document control clerk, secretaries and file clerks
Supervisory duties include coordination of day-to-day activities, addressing performance issues, and recommending pay actions
Supervises document control activities, including drawing control, project file management and use of electronic file storage system for project filing
Advises management regarding various HR polices and procedures, as well as applicable federal and state regulations
Provides guidance regarding the disciplinary process
Participates in new hire safety orientation by explaining EEO, Worker's Comp, and site specific rules and regulations
Collects or coordinates timesheet collection and entry for Black and Veatch professionals and/or craft personnel . Supervises all field accounts payable (AP) duties including the entry of purchase orders, matching of invoices with materials receiving reports, and submittal of documentation to home office AP for payment
Maintains office equipment
Serves as project site's IT liaison for office equipment and connecting lines, which includes troubleshooting and working with home office IT staff on more complex issues
Assists Project Field Management with administering and communicating policies and procedures
Assists in project site mobilization and demobilization activities involving project team and equipment
Coordinates set up of office and equipment by working with IT Coordinator and equipment vendors
Enters cost code information for Procurement cards, approves purchases when necessary, and submits corresponding documentation to home office procurement
May be responsible for providing administrative support for startup operations, engineering, project controls and/or procurement activities
May purchase office equipment and supplies
Coordinates craft recruitment, hiring, employee orientation, interpretation of procedures and policies, and terminations
Processes new hire craft paperwork and enters data into the human resource information system
Processes craft personnel transactions (manually and electronic), including transfers, promotions, pay rate changes, leaves of absence, field allowances, terminations, personal changes, and status changes
Coordinates weekly craft payroll with home office payroll staff
May track man hours and assign corresponding cost codes to craft timesheets . May be responsible for administering substance abuse testing . May participate in unemployment hearings for craft, conduct research, and collect related documentation . Supports continuous improvement efforts and the change management effects associated with the implementation of improvements . May supervise work of others
Responsible for hiring, discipline, and pay administration of their subordinates
List supervised positions: Payroll, Document Control, Receptionist and other Administrative staff