Webber - Office Manager - Infrastructure Management

Description

Position Summary

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.

Please note that this position does not start until 2025.

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 inquires 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.

Webber is an equal opportunity employer committed to diversity and inclusion and we encourage applications from all qualified candidates, including those with disabilities.

We will accommodate applicants' needs, upon request, throughout all stages of the recruitment process. Please inform us of the accommodation(s) that you may require.

Information received relating to accommodation will be addressed confidentially.

The Statements herein are intended to describe the general nature and levels of work performed by employees, but are not a complete list of responsibilities, duties and skills required of personnel so classified.

Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.