Office Manager

Barnhart Crane & Rigging • Philadelphia, PA

2d • Onsite

About The Position

The Office Manager serves as the central point of coordination for all branch administrative and operational support functions. This role ensures smooth day-to-day operations by managing office systems, financial processes, compliance requirements, and employee administration.

Requirements

• Proficiency in Microsoft Office Suite and familiarity with ERP systems (IFS preferred).
• Strong organizational skills with the ability to multi-task and prioritize effectively.
• Excellent written and verbal communication skills.
• Valid driver’s license required.
• Self-motivated, detail-oriented, and team-oriented.
• Ability to plan, organize, and execute daily requirements independently.
• Must pass drug test, fit-for-duty test, and background check.

Responsibilities

• Oversee new hire onboarding, including IT and HR setup, Fit-for-Duty (FFD) scheduling, and DOT/background checks.
• Maintain and communicate upcoming expirations for critical qualifications (BCR Qual Cards, CDL licenses, CDL Med Cards, NCCCO certifications).
• Manage PTO calendar and submit weekly time for all branch employees.
• Handle branch receivables: prepare invoices, send to customers, and follow up on outstanding payments; maintain payment portal accounts for key customers.
• Manage branch payables: receive, code, and enter invoices into IFS; resolve payment issues or defaults promptly.
• Process bi-weekly credit card transactions and reconcile statements.
• Oversee procurement of office and shop supplies, including Amazon orders.
• Generate and maintain job files; assist with project management tasks such as timesheet reviews, vendor coordination, permits, and travel arrangements.
• Post monthly safety meetings and materials.
• Supervise one part-time administrative assistant responsible for Fuelman, CLC, and Visa statement reconciliations, voicemail management, and other assigned duties.
• Ensure compliance with company policies and safety standards.
• Perform other administrative duties as assigned by the Branch Manager.

Benefits

• Competitive salary based on experience, plus performance-based bonus
• Family Medical, Dental, and Vision Insurance
• Barnhart CARES program, offering family support and community service opportunities
• 401(k) program with up to 10% company match
• Paid Time Off (PTO) and additional leave benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed