Job Summary
The Office Administrator for an Operation & Maintenance (O & M) team will coordinate office administrative activities to support the daily operations for an O & M team. This position reports directly to a Site Manager and has the sole responsibility to support Site Manager and O & M team to ensure all administrative tasks are managed in a timely and efficient manner. Duties and responsibilities may evolve based on business needs and operational priorities. Employees may be asked to perform other job-related duties as assigned that are reasonably within the scope of the role.
Office Administrator Duties and Responsibilities
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Maintaining employee schedules to satisfy contract obligations
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Managing employee timesheets / timeclock
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Scheduling, recording and tracking employee PSL / PTO
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Assisting the main office with monthly billing and invoicing when needed (Site Specific)
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New employee onboarding / offboarding including all new employee training
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Maintaining all employee training records
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Badging signatory responsibilities including appointments, documentation, background checks, SIDA training and renewals.
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Maintaining and updating all site SharePoint files on a regular basis including employee performance, employee contacts, KPI spreadsheets, training spreadsheets, site fact sheets and site-specific documentation
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Assisting employees with Vanderlande network and intranet access.
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Gathering KPI data from the sites CRO and updating all records for weekly, monthly and annual reporting
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Maintaining all state and organization required postings throughout all office, shop and break areas.
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Maintaining and ordering all office supplies and equipment
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Maintaining and ordering all employee PPE and safety equipment at the direction of the site manager
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Coordinating all site events including holidays and employee appreciation
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Management of employee parking
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Keeping up with Vanderlande policies and procedures and updating all employees when necessary
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Managing site vehicles including registration, inspections as well as airport ramp access credentials
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May need to assist with parts ordering and invoicing.
Required Skills / Abilities
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Excellent verbal and written communication
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Excellent organization and attention to detail
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Excellent time management skills, ability to meet short deadlines
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Strong supervisory and leadership skills
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Ability to function in fast-paced and at times stressful environment
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Ability to operate within a complex organizational structure
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Proficient with Microsoft Office Suite or related software
Education and Experience:
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High school diploma or equivalent required; Associate degree in office administration or related field preferred
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At least three years of administrative and clerical experience
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Experience working in non-standard office environment
Physical Requirements:
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Lifting up to 25 pounds
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Prolonged periods sitting at desk and working on a computer
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Moderate walking
Benefits: As an employee of Vanderlande Logistics, benefits start on day one and include:
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The starting pay rate for this position is $24.14 The actual wage offered may be lower or higher depending on budget and candidate experience, knowledge, skills, qualifications and premium geographic location.
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Professional development and tuition reimbursement
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Matching 401(k)
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Paid time off/company holidays
Design your future with us! Apply today and join Team Vanderlande.
