The Office Manager / Office Administrator – US Division plays a critical role in supporting daily office operations, financial processes, and administrative coordination across multiple U.S. locations. This position partners closely with Finance, HR, and operational teams to ensure seamless execution of accounts payable, vendor management, reporting, and office functions. This is a highly visible role that requires strong attention to detail, the ability to manage competing priorities, and a proactive, solutions-oriented mindset in a fast-paced, multi-site environment.
Responsibilities
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Manage incoming and outgoing mail, courier services, phone lines, and shared administrative inboxes to ensure smooth daily office communication and logistics.
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Coordinate office supplies, repairs, maintenance, and day-to-day office operations to keep facilities functioning efficiently.
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Maintain accurate contact lists for US employees and key business partners to support effective communication and coordination.
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Administer organized electronic and physical filing systems to ensure records are accessible, accurate, and compliant.
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Develop, document, and maintain standard operating procedures (SOPs) for administrative functions to promote consistency and efficiency.
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Maintain Emergency Response Plans for the Reno office and ensure they remain up to date and accessible.
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Coordinate administrative activities with other offices to align processes and share best practices.
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Administer facilities and office operations across US locations such as Nevada, Alaska, and South Dakota to support a multi-site portfolio.
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Perform full-cycle accounts payable for the US Division, from invoice receipt through payment completion.
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Receive, review, code, route, and process invoices for approval in accordance with established policies and controls.
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Work within accounting and expense systems such as JDE, DSAC, Docusphere, and Concur to process transactions accurately.
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Manage vendor onboarding and maintain complete and accurate vendor records.
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Serve as the primary point of contact for vendors and contractors, resolving inquiries and coordinating payment-related matters.
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Retrieve invoices from vendor portals and ensure timely processing to meet payment deadlines.
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Coordinate payment preparation and release with the Finance team to support accurate and timely disbursements.
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Review employee expense reports and process reimbursements in line with company policies.
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Prepare and process annual 1099s for contractors and ensure compliance with reporting requirements.
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Assist with month-end accounting reconciliations and variance analysis to support accurate financial reporting.
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Prepare supporting schedules for monthly and quarterly reporting, ensuring data integrity and completeness.
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Monitor and reconcile bank accounts to maintain accurate cash records.
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Prepare quarterly cash calls for US Exploration and support related financial planning activities.
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Assist with salary, benefits, and general and administrative (G&A) budget preparation and tracking.
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Track regulatory and financial reporting requirements, including ESTMA-related obligations, and support compliance efforts.
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Provide tax and financial data to Accounting and Corporate Finance as requested to support audits, filings, and internal reporting.
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Oversee land payments, reclamation bonds, leases, vendor contracts, consultant agreements, and registered agent filings to ensure obligations are met on time.
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Assist with annual land payments for claims and private ground to maintain good standing on land-related assets.
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Maintain business registrations and required state, county, and municipal licenses for US operations.
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Compile and submit monthly workforce data to support HR and corporate reporting.
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Respond to administrative and data requests from Corporate HR and US employees in a timely and professional manner.
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Maintain confidential employee records in accordance with company policies and applicable requirements.
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Support compliance with federal and multi-state employment requirements and mining-related obligations as they pertain to HR and administrative processes.
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Build and refine repeatable administrative processes and documentation to improve consistency and efficiency across the US Division.
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Identify inefficiencies in administrative, financial, and office processes and suggest or implement improvements.
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Communicate clearly and professionally with internal teams and external vendors or service providers to resolve issues and coordinate tasks.
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Manage sensitive information professionally and discreetly, maintaining a high level of confidentiality.
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Adapt to changing priorities, deadlines, and operational needs while maintaining accuracy and follow-through.
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Create and maintain internal documentation and correspondence to support clear communication and knowledge sharing.
Essential Skills
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Proven experience in office administration and office management, including day-to-day operations and administrative coordination.
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Hands-on experience with full-cycle accounts payable, including invoice processing, coding, approvals, and payment coordination.
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Strong working knowledge of common accounting and expense systems, including JDE, DSAC, Docusphere, and Concur.
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Proficient use of Microsoft Office, including Outlook and Excel, with knowledge of Excel beyond basic use such as lookups, pivot tables, and reconciling data sets.
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Ability to understand and follow financial approval workflows and internal controls to ensure compliant processing of transactions.
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Demonstrated experience handling high volumes of invoices, vendors, or transactions with a high degree of accuracy.
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High level of accuracy, organization, and attention to detail in administrative and financial work.
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Ability to build repeatable administrative processes and supporting documentation to standardize operations.
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Strong follow-through and ownership of tasks from intake through completion, ensuring deadlines and commitments are met.
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Strong written communication skills for internal documentation, reporting, and correspondence.
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Strong verbal communication skills for interacting with internal teams, vendors, contractors, and service providers.
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Ability to manage sensitive and confidential information professionally and discreetly.
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Adaptability to changing priorities, deadlines, and operational needs in a fast-paced, multi-site environment.
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Comfort working with minimal supervision while supporting multiple stakeholders and departments.
Additional Skills & Qualifications
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Experience supporting budgets or tracking spend against forecasts.
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Familiarity with multi-state payroll, tax, or vendor compliance concepts.
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Exposure to land, lease, contract, or asset-based administration in operational or project-based environments.
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Experience onboarding vendors, contractors, or new employees and setting them up in relevant systems.
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Prior experience in industries with operational or project-based work, such as construction, engineering, utilities, mining, or similar fields.
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Experience supporting regulatory reporting requirements, including ESTMA or similar frameworks.
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Experience working within multi-state operations or environments with complex regulatory and licensing requirements.
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Process-improvement mindset with the ability to identify and recommend enhancements to administrative and financial workflows.
Work Environment
This role supports a US Division with operations across multiple locations, including Nevada, Alaska, and South Dakota, and functions in a fast-paced, multi-site environment. The position is primarily office-based and involves managing front desk and office administration activities, coordinating mail and courier services, and overseeing facilities and office operations. You will work extensively with technology and systems such as Microsoft Office (including Outlook and Excel), JDE, DSAC, Docusphere, and Concur to manage accounts payable, expense reports, and financial and administrative records. The work requires regular interaction with Finance, HR, Exploration teams, vendors, contractors, and other internal stakeholders, often across different locations and time zones. The environment values accuracy, organization, and discretion, and expects a high degree of independence, ownership, and professionalism in handling confidential information and supporting regulatory and financial compliance.
Job Type & Location
This is a Contract to Hire position based out of Reno, NV.
Pay and Benefits
The pay range for this position is $28.00 - $40.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
- Medical, dental & vision
- Critical Illness, Accident, and Hospital
- 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
- Life Insurance (Voluntary Life & AD&D for the employee and dependents)
- Short and long-term disability
- Health Spending Account (HSA)
- Transportation benefits
- Employee Assistance Program
- Time Off/Leave (PTO, Vacation or Sick Leave)
This is a fully onsite position in Reno,NV.
Application Deadline
This position is anticipated to close on Jun 5, 2026.
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
