Office Manager

Titan Energy Solutions; Pittsburgh (Allegheny County); On-site; USD 42,000 - 64,000; Full time

Job summary

Titan Energy Solutions seeks an organized Office Manager to oversee day-to-day administrative operations, serving as a key link between field operations, management, employees, customers, vendors, and administrative functions.

The ideal candidate will maintain accurate records, support accounting and payroll, manage fleet administration, coordinate project documentation, and ensure compliance with labor laws in a fast-paced construction environment.

Qualifications

• Strong organizational and time-management skills.
• Exceptional attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines.
• Ability to work effectively in a fast-paced construction and field-service environment.
• Strong written and verbal communication skills.
• Professional handling of sensitive information.
• Strong computer skills including Excel, Word, Outlook.
• Ability to maintain detailed fleet, employee, customer, and project records.
• Coordinate vehicle maintenance, repairs, inspections, and documentation.
• Independent work while supporting a team.

Responsibilities

• Maintain organized and confidential employee personnel files.
• Assist with new-hire paperwork and onboarding.
• Collect and maintain required employee documentation, certifications, licenses, and training records.
• Track employee qualifications and certification expiration dates.
• Maintain current employee contact and emergency-contact information.
• Assist management with employee disciplinary documentation and attendance records.
• Assist with employee separation paperwork and offboarding procedures.
• Coordinate return of Company property when employees leave.
• Respond to routine employee questions regarding scheduling, paperwork, policies, benefits information, and administrative matters.
• Maintain confidentiality regarding employee records and personnel matters.
• Track required project paperwork and communicate missing documentation to supervisors or management.
• Assist with certified payroll documentation or other project-specific reporting when applicable.
• Assist management with tracking project documentation and other job-related costs.
• Maintain documentation to support customer billing and project closeout.
• Oversee daily administrative functions of the office.
• Answer and direct phone calls, emails, and customer inquiries.
• Maintain filing systems and organize office.
• Order and maintain office supplies.
• Coordinate mail and deliveries.
• Maintain calendars, records, forms and documents.
• Assist with reports, spreadsheets, and correspondence.
• Coordinate with accountants, vendors, and outside parties.
• Maintain professional communication with employees, customers, vendors, and management.
• Identify administrative process improvements.
• Perform additional administrative duties as assigned.

Skills

Strong organizational skills

Attention to detail

Time management

Communication skills

Independent work

Construction environment familiarity

Multitasking

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

QuickBooks

Job description

The Office Manager is responsible for overseeing the day-to-day administrative operations of the company.

This position serves as a key connection between field operations, management, employees, customers, vendors, and administrative functions. The Office Manager is responsible for maintaining accurate records, supporting accounting and payroll, managing fleet administration, coordinating employee and project documentation, maintain confidential personnel files, enforce company policies, track compliance with local, state, and federal labor laws, support core human resources functions and ensuring the office operates efficiently and professionally.

The ideal candidate is highly organized, dependable, detail-oriented, and comfortable working in a fast-paced construction environment where priorities can change quickly.

ESSENTIAL DUTIES & RESPONSIBILITIES

Employee Administration

• Maintain organized and confidential employee personnel files.
• Assist with new-hire paperwork and employee onboarding.
• Collect and maintain required employee documentation, certifications, licenses, and training records.
• Track employee qualifications and certification expiration dates.
• Maintain current employee contact and emergency-contact information.
• Assist management with employee disciplinary documentation, written warnings, attendance records, and other employment documentation.
• Assist with employee separation paperwork and offboarding procedures.
• Coordinate the return of Company property when employees leave the Company.
• Respond to routine employee questions regarding scheduling, paperwork, policies, benefits information, and administrative matters.
• Maintain confidentiality regarding employee records and personnel matters.
• Track required project paperwork and communicate missing documentation to supervisors or management.
• Assist with certified payroll documentation or other project-specific reporting when applicable.
• Assist management with tracking project documentation and other job-related costs.
• Maintain organized documentation to support customer billing and project closeout.

General office Management

• Oversee the daily administrative functions of the office.
• Answer and direct phone calls, emails, and customer inquiries as necessary.
• Maintain organized electronic and paper filing systems.
• Order and maintain office supplies.
• Coordinate incoming and outgoing mail and deliveries.
• Maintain Company calendars, records, forms, and administrative documents.
• Assist management with reports, spreadsheets, correspondence, and other business documents.
• Coordinate with accountants, insurance representatives, vehicle service providers, vendors, customers, and other outside parties as necessary.
• Maintain professional communication with employees, customers, vendors, and management.
• Identify administrative processes that can be improved and recommend more efficient procedures.
• Perform additional administrative and operational duties as assigned by management.

REQUIRED SKILLS & QUALIFICATIONS

• Strong organizational and time-management skills.
• Exceptional attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines simultaneously.
• Ability to work effectively in a fast-paced construction and field-service environment.
• Strong written and verbal communication skills.
• Professional and confidential handling of sensitive employee and Company information.
• Strong computer skills, including Microsoft Excel, Word, Outlook, and similar office software.
• Ability to create, maintain, and review spreadsheets and reports.
• Ability to maintain detailed fleet, employee, customer, and project records.
• Ability to coordinate vehicle maintenance, repairs, inspections, and documentation.
• Ability to communicate professionally with field employees, supervisors, customers, vendors, mechanics, and management.
• Strong problem-solving skills and willingness to take initiative.
• Ability to work independently while supporting a team environment.

PREFERRED QUALIFICATIONS

• Previous office management or administrative experience.
• Experience in construction, pipeline, utility, traffic control or a related industry.
• Previous fleet-management or fleet-administration experience.
• Previous invoicing and accounts payable experience.
• Experience fleet management, DOT requirements, and fleet documentation is preferred.
• Experience with QuickBooks.
• Knowledge of certified payroll and prevailing-wage documentation is beneficial.
• Familiarity with OSHA, workers’ compensation, insurance claims, or construction-industry documentation is beneficial.
• Experience coordinating field employees, vehicles, equipment, or construction schedules is preferred.

CONFIDENTIALITY

The Office Manager will have access to confidential and sensitive information, including personnel records, disciplinary matters, customer pricing, financial information, vehicle records, insurance information, and other proprietary Company information.

The employee is expected to maintain strict confidentiality and protect Company and employee information at all times.