Office Manager

Aston Carter•Reno, NV

7d•$28 - $40•Onsite

About The Position

The Office Manager / Office Administrator – US Division plays a critical role in supporting daily office operations, financial processes, and administrative coordination across multiple U.S. locations. This position partners closely with Finance, HR, and operational teams to ensure seamless execution of accounts payable, vendor management, reporting, and office functions. This is a highly visible role that requires strong attention to detail, the ability to manage competing priorities, and a proactive, solutions-oriented mindset in a fast-paced, multi-site environment.

Requirements

Proven experience in office administration and office management, including day-to-day operations and administrative coordination.
Hands-on experience with full-cycle accounts payable, including invoice processing, coding, approvals, and payment coordination.
Strong working knowledge of common accounting and expense systems, including JDE, DSAC, Docusphere, and Concur.
Proficient use of Microsoft Office, including Outlook and Excel, with knowledge of Excel beyond basic use such as lookups, pivot tables, and reconciling data sets.
Ability to understand and follow financial approval workflows and internal controls to ensure compliant processing of transactions.
Demonstrated experience handling high volumes of invoices, vendors, or transactions with a high degree of accuracy.
High level of accuracy, organization, and attention to detail in administrative and financial work.
Ability to build repeatable administrative processes and supporting documentation to standardize operations.
Strong follow-through and ownership of tasks from intake through completion, ensuring deadlines and commitments are met.
Strong written communication skills for internal documentation, reporting, and correspondence.
Strong verbal communication skills for interacting with internal teams, vendors, contractors, and service providers.
Ability to manage sensitive and confidential information professionally and discreetly.
Adaptability to changing priorities, deadlines, and operational needs in a fast-paced, multi-site environment.
Comfort working with minimal supervision while supporting multiple stakeholders and departments.

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 operational or project-based environments.
Experience onboarding vendors, contractors, or new employees and setting them up in relevant systems.
Prior experience in industries with operational or project-based work, such as construction, engineering, utilities, mining, or similar fields.
Experience supporting regulatory reporting requirements, including ESTMA or similar frameworks.
Experience working within multi-state operations or environments with complex regulatory and licensing requirements.
Process-improvement mindset with the ability to identify and recommend enhancements to administrative and financial workflows.

Responsibilities

Manage incoming and outgoing mail, courier services, phone lines, and shared administrative inboxes to ensure smooth daily office communication and logistics.
Coordinate office supplies, repairs, maintenance, and day-to-day office operations to keep facilities functioning efficiently.
Maintain accurate contact lists for US employees and key business partners to support effective communication and coordination.
Administer organized electronic and physical filing systems to ensure records are accessible, accurate, and compliant.
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 they remain up to date and accessible.
Coordinate administrative activities with other offices to align processes and share best practices.
Administer facilities and office operations across US locations such as Nevada, Alaska, and South Dakota to support a multi-site portfolio.
Perform full-cycle accounts payable for the US Division, from invoice receipt through payment completion.
Receive, review, code, route, and process invoices for approval in accordance with established policies and controls.
Work within accounting and expense systems such as JDE, DSAC, Docusphere, and Concur to process transactions accurately.
Manage vendor onboarding and maintain complete and accurate vendor records.
Serve as the primary point of contact for vendors and contractors, resolving inquiries and coordinating payment-related matters.
Retrieve invoices from vendor portals and ensure timely processing to meet payment deadlines.
Coordinate payment preparation and release with the Finance team to support accurate and timely disbursements.
Review employee expense reports and process reimbursements in line with company policies.
Prepare and process annual 1099s for contractors and ensure compliance with reporting requirements.
Assist with month-end accounting reconciliations and variance analysis to support accurate financial reporting.
Prepare supporting schedules for monthly and quarterly reporting, ensuring data integrity and completeness.
Monitor and reconcile bank accounts to maintain accurate cash records.
Prepare quarterly cash calls for US Exploration and support related financial planning activities.
Assist with salary, benefits, and general and administrative (G&A) budget preparation and tracking.
Track regulatory and financial reporting requirements, including ESTMA-related obligations, and support compliance efforts.
Provide tax and financial data to Accounting and Corporate Finance as requested to support audits, filings, and internal reporting.
Oversee land payments, reclamation bonds, leases, vendor contracts, consultant agreements, and registered agent filings to ensure obligations are met on time.
Assist with annual land payments for claims and private ground to maintain good standing on land-related assets.
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 mining-related obligations as they pertain to HR and administrative processes.
Build and refine repeatable administrative processes and documentation to improve consistency and efficiency across the US Division.
Identify inefficiencies in administrative, financial, and office processes and suggest or implement improvements.
Communicate clearly and professionally with internal teams and external vendors or service providers to resolve issues and coordinate tasks.
Manage sensitive information professionally and discreetly, maintaining a high level of confidentiality.
Adapt to changing priorities, deadlines, and operational needs while maintaining accuracy and follow-through.
Create and maintain internal documentation and correspondence to support clear communication and knowledge sharing.