Office Manager

Aston Carter•Gaithersburg, MD

3d•$34 - $38•Onsite

About The Position

The Operations Coordinator plays a central role in supporting payroll administration, apprentice tracking, onboarding, employee records, office operations, vendor coordination, and general administrative functions. This position serves as the administrative hub for workforce coordination and office operations, partnering closely with leadership and internal teams, but does not function as a traditional HR Manager role. The Operations Coordinator helps keep day-to-day operations running smoothly and ensures accurate, timely, and organized support across the business.

Requirements

Minimum of 3+ years of experience in administrative, office management, payroll, or operations roles.
Demonstrated experience providing administrative support in a fast-paced office environment.
Familiarity with payroll processes, specifically collecting and administering timecards and timekeeping data.
Proficiency with Microsoft Office, including the ability to create and manage documents, spreadsheets, and reports.
Experience using QuickBooks for basic reporting and administrative support.
Strong organizational and follow-up skills with the ability to manage a variety of tasks that support the business.
Excellent attention to detail and accuracy in handling records, documentation, and reporting.
Ability to manage multiple priorities and deadlines while maintaining high-quality work.
Strong verbal and written communication skills for interacting with employees, leadership, vendors, and candidates.
Proven ability to take initiative and work proactively with minimal supervision.
High level of reliability, professionalism, and discretion when handling sensitive information.

Nice To Haves

Experience in the construction industry or a similar environment such as mechanical, building, electrical, or HVAC is highly beneficial.
Background supporting operations, payroll, or office management in a small to mid-sized company.
Experience with event coordination and meeting logistics.
Comfort working as a central point of contact for employees, leadership, and vendors.
Interest in continuous improvement and willingness to participate in process improvement initiatives.
Openness to company-provided training and professional development opportunities.

Responsibilities

Support payroll activities by administering timekeeping processes and collecting timecards to ensure accurate and timely payroll support.
Coordinate new hire onboarding, including preparing and processing employee paperwork and ensuring a smooth start for new employees.
Maintain and organize personnel files and employee records, ensuring information is complete, accurate, and up to date.
Track apprentices’ schooling, attendance, and progress, and maintain accurate documentation of their development.
Monitor and track licenses, certifications, and training records to ensure compliance and timely renewals.
Administer paid time off (PTO) tracking and support workforce reporting to provide accurate information to leadership.
Manage office supplies, coffee service, uniforms, and vendor coordination to maintain a well-equipped and professional office environment.
Schedule meetings, coordinate calendars, and provide general office administration to support daily operations.
Provide administrative support for benefits and workers’ compensation administration as needed.
Coordinate recruiting activities, including scheduling interviews and supporting candidate communication.
Deliver administrative support to company leadership, including preparing documents, reports, and correspondence.
Assist with event coordination and internal meetings, ensuring logistics and materials are organized.
Participate in special projects and process improvement initiatives to enhance operational efficiency and organization.
Prepare and maintain basic reports, including those generated through QuickBooks and Microsoft Office tools.