Job Description

Reports to the Project Manager. The Office Manager/Business Services Manager performs, supervises and directs the overall administrative activities of an office or project site, including craft payroll, accounts payable/receivable, purchasing, document control, and other assigned project clerks as required.

Major Duties & Responsibilities:

• Assigns and reviews office activities, circumvents and resolves problem areas, coordinates administrative workload leveling requirements.
• Coordinates and performs project personnel administration activities.
• Interfaces with clients, vendors, and the public.
• Reviews and manages office invoices and budget. Directs the work of other administrative staff as needed.
• Analyzes and organizes office operations and procedures such as flow of correspondence
• Process approved new hires
• Monitor EEO requirements, as required
• Process field personnel payroll weekly
• Prepares and submits monthly project billings and ensures timeliness of supportive subcontractor & supplier billing documents
• Develop weekly client meeting agenda and record meeting minutes, as necessary
• Monitor contract requirements with respect to duties
• Responsible for ordering office supplies, the set-up and repair contracts for the office equipment and cleaning of the jobsite office as needed
• Manages Project Office lease, terms, and ensures compliance
• Organize interoffice and incoming/outgoing mail as necessary
• Update project calendar and communicates relevant project messages regarding holidays, upcoming events or otherwise
• Organize special meetings and functions, to include team-building events
• Provide support to field personnel (project) and staff when necessary
• Perform additional assignments per management’s direction

Skills/Qualifications:

• BA/BS + 6 years of experience or demonstrated equivalency of experience and/or education.
• Proficient experience with Microsoft Office (Word, Excel, Outlook)
• Excellent written and verbal communication skills
• Very good organizational and multi-tasking abilities
• Liaison with Halmar’s home office Business Services staff/management to ensure compliance with Halmar’s SOP on remote project sites

“Halmar International is an Equal Opportunity Employer – M/F/Veteran/Disability/Sexual Orientation/Gender Identity.”

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