Office Administrator II - MFG

apog; Mesquite (TX); On-site; USD 50,000 - 80,000; Full time

Job summary

Harmon, Inc. is seeking an experienced administrative professional to manage payroll, invoicing, shipping, and onboarding for the region. You will coordinate with on- and off-site teams to drive accurate, timely administrative, office, and project support and communicate with stakeholders at all levels.

The role requires 3-5 years of administrative experience and preference for construction or manufacturing industry exposure. You will support multiple leaders and projects across the organization.

Qualifications

• Highschool education.
• 3-5 years administrative work experience.
• Construction or Manufacturing industry experience, preferred.
• Experience supporting multiple leaders, projects, or functional areas.

Responsibilities

• Drive accurate time keeping and payroll processes for your region.
• Manage project documents and assist with P&L reforecasting.
• Support RFIs, submittals, monthly billing forms, bid credits, and other project support; manage certificates of insurance and change orders.
• Lead onboarding and ensure timely new hire processing and orientation.
• Change processing: handle employee status paperwork and compliance including terminations, promotions, leave changes.
• Travel agreement management: coordinate travel arrangements for field and union employees.
• Own local drug testing: coordinate with testing agencies for new-hire and current employees.
• Project administration support: prep drawings, update quality cards, generate reports, assist meetings.
• Retention Compliance: ensure records retention and disposal per procedures.
• Employee Support: be the frontline contact for questions and direct to resources.
• Execute Employee Communications: update media and postings for team communications.
• Provide safety support: coordinate PPE/documents, OSHA/tracking, safety programs.
• Leadership Support: assist leadership with reports, meetings, and onsite support.
• Support accurate budgeting: process invoices, bills, POs, expense reporting, and reconciliations.

Education

Highschool education

Job description

Harmon, Inc.

Position Summary

Managing administrative processes and acting as the office point of contact
Drives and oversees key business administrative processes including payroll, invoicing, shipping, field employee management and onboarding for your region. You will coordinate with on- and off-site teams across the organization to drive accurate and on time administrative, office, and project support. You regularly communicate to multiple stakeholders, internally and externally, at all levels of the organization.

Experience

• Highschool education
• 3-5 years administrative work experience
• Construction or Manufacturing industry experience, preferred
• Experience supporting multiple leaders, projects, or functional areas

Roles & Responsibilities

• Drive accurate time keeping
  Engage in the weekly payroll process by owning employee time entry for your client groups/region. As needed, manage certified payroll, and submission of union traveler agreements.
• Manage project documents
  Oversee project filing and document organization to ensure files are complete and accurate. Partner with project managers on P&L reforecasting, supporting corrections as needed and project closeouts.
• Conduct contract support
  Partner with project managers to complete RFIs, submittals, monthly billing forms, bid credits, and other project support. Proactively manage certificates of insurance, change orders, and billings in Penta. Oversee project and subcontractor setup for OCCIP/CCIP programs and track certificates of insurance to ensure compliance.
• Lead onboarding process
  Ensure compliance throughout new hire and rehire processing and new hire orientation by reviewing paperwork for accuracy. Maintain awareness of critical deadlines to ensure timely employee pay and benefits.
• Change processing
  Complete and oversee employee status paperwork in a timely manner to ensure accurate records and contract and legal compliance, including terminations, promotions, adjustments, union scale changes, and leave of absence changes.
• Travel agreement management
  Coordinate travel arrangements for field and union employees.
• Own local drug testing
  Coordinate with local drug testing agencies for new-hire and current employee drug tests to foster a safe work environment.
• Project administration support
  Oversee the preparation and organization of drawings, including copying, labeling, and assembling shop floor packages. Update quality issue cards in the quality database, generate required job information reports, and support other project administration tasks such as meeting notes, spreadsheet data entry, progress tracking, and sequence numbering.
• Retention Compliance
  Ensure compliance with corporate procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
• Employee Support – Serve as employee resource
  Serve as the frontline point of contact for employee questions. Use strong judgment and organizational awareness to direct employees to the appropriate resources (handbook, contracts, or CBA) while providing responsive customer support and accurate information.
• Execute Employee Communications
  Updating digital and physical media monthly to support employee/headquarters communication; Office televisions, breakroom boards, jobsite posters, etc.
• Provide safety support
  Coordinate with safety leaders to ensure documents and PPE are available to local field and/or MFG employees. Engage in DOT compliance, fleet management, OSHA recordkeeping, safety committee meetings, workers compensation, and the safety award program.
• Leadership Support – Serve as key point of contact for your office/region
  Answer the phones, create shipping and receiving packages via UPS, order office supplies, manage office equipment, coordinate building services and maintenance, sort mail, and other general office duties. Maintains productive working relationships with corporate departments, customers, and vendors.
• Support leadership
  Partner with your leadership to prepare reports, presentations, postings, and emails for key initiatives. Provide onsite support for meetings by preparing meeting spaces, documents, and meals for the team.
• Support accurate budgeting
  Utilize attention to detail to complete invoice processing, billing collection, vendor maintenance, purchase order management, monthly billings, expense reporting, and financial controls. Ensure teams track expenses and invoices to ensure timely approval. Engage in monthly reconciliation of company credit cards. Support month-end, quarter-end, and year-end financial duties as needed by your local leader.

Our Benefits

We care about and invest in our employees. We are proud to offer a comprehensive benefits package designed to support their well-being and foster professional development. He