Webber – Office Manager – Infrastructure Management – Niagara

Ferrovial Agroman SA; Oklahoma; On-site; USD 60,000 - 80,000; Full time

Job description

Job Description:

The Office Manager is essential in supporting the business by undertaking a comprehensive suite of administrative, clerical, data collection, and human resource support functions for the Contract Manager and the project team. This role encompasses a broad range of responsibilities from administrative duties, document control, and reporting tasks specific to the project, to acting as a crucial conduit between project operations and corporate directives. The Office Manager plays a pivotal role in the effective implementation of company policies, programs, and procedures, ensuring a close and responsive connection to the daily operations of the project, its management, and clients.

Primary Duties and Responsibilities

• Acts as the HR liaison for project staff, handling HR-related queries, new hire processes, payroll setup, benefits enrollment, and onboarding.
• Coordinates comprehensive new employee orientation sessions and ensures the accuracy and completeness of all new hire documentation.
• Support a variety of human resources related functions, including implementation and administration of policies and programs including employment, performance management, payroll, benefits, and training and compensation.
• Manages employee lifecycle events, such as transfers, vacations, promotions, pay adjustments, and terminations, ensuring compliance with documentation.
• Ensures document control and submission adhere to the Maintenance Standard Specification.
• Demonstrates expertise with business systems, for procurement, financial reporting, and HR functionalities. This includes efficient data entry, information retrieval, and report generation to support project operations.
• Prepares monthly reports in a timely, accurate manner including but not limited to client required reports, overtime, payroll and financial reports and work order activity reports.
• Maintain confidential employee files and other project filing including training and license records and vendor insurance certifications.
• Responsible for purchasing supplies, maintaining office equipment, rental and vendor contracts.
• Oversees the procurement process for all patrol yards across project, ensuring efficiency and compliance.
• Responsible for keying payroll hours and work activities for project employees in a timely and accurate manner.
• Responsible for the administration of the projects accounts payable and petty cash account including reconciliation, verification, and distribution.
• Assist in the administration of fleet management system including data entry and invoice review.
• Answers the hot phone and manages all inquiries including recording and tracking of all inquiries to ensure all requests are responded to within contract requirements.
• Responsible for taking and distributing minutes for the Joint Health and Safety Committee (JHSC) quarterly meetings, ensuring accurate documentation of discussions, decisions, and action items.
• Responds to urgent inquiries, coordinating timely assistance as needed.
• Required to be available for as needed for overtime.
• All other duties as assigned.

Knowledge, Skills & Abilities

• Ability to handle confidential information.
• Ability to multi-task with accuracy, work independently with attention to detail and organization.
• Proficient with Microsoft Office applications.
• Ability to learn Timekeeping/HRIS system, excellent verbal, written and interpersonal communication skills with an ability to communicate to all levels of management.
• Very strong customer service orientation.
• General clerical and office administration skills.
• Ability to work in a high-volume, fast-paced changing environment.
• Highly developed sense of safety awareness and perceptive ability.
• Willing to commit to working injury free and have the ability to recognize hazards inherent in routine and non-routine tasks and make adjustments to avoid loss, injury or accident.
• Ability to communicate with co-workers safety instructions.
• Ability to think clearly and focus on your safety in your immediate surroundings, while properly using equipment as instructed.

Education and Experience

• High School Diploma or GED would be an asset.
• Over 5 years of experience in administrative and/or human resources roles preferred.
• A valid driver's license would be beneficial.

Work Conditions/Physical Demands

• Regularly required to sit for extended periods.
• Occasionally required to stand and walk for brief periods.
• Frequent use of hands and fingers for handling or feeling and reaching with hands and arms.
• Must have good vision for close work, distance viewing, color differentiation, and focusing adjustments.

Work Environment

• Primarily an office setting.
• Typically experiences a moderate noise level.