Office Manager

Position Summary

The Office Manager serves as the central point of coordination for all branch administrative and operational support functions. This role ensures smooth day-to-day operations by managing office systems, financial processes, compliance requirements, and employee administration. The Office Manager will also supervise a part-time administrative assistant and collaborate closely with HR, IT, and project management teams.

• Employee Administration & Compliance
  • Oversee new hire onboarding, including IT and HR setup, Fit-for-Duty (FFD) scheduling, and DOT/background checks.
  • Maintain and communicate upcoming expirations for critical qualifications (BCR Qual Cards, CDL licenses, CDL Med Cards, NCCCO certifications).
  • Manage PTO calendar and submit weekly time for all branch employees.
• Financial Management
  • Handle branch receivables: prepare invoices, send to customers, and follow up on outstanding payments; maintain payment portal accounts for key customers.
  • Manage branch payables: receive, code, and enter invoices into IFS; resolve payment issues or defaults promptly.
  • Process bi-weekly credit card transactions and reconcile statements.
• Procurement & Office Operations
  • Oversee procurement of office and shop supplies, including Amazon orders.
  • Generate and maintain job files; assist with project management tasks such as timesheet reviews, vendor coordination, permits, and travel arrangements.
  • Post monthly safety meetings and materials.
• Team Leadership
  • Supervise one part-time administrative assistant responsible for Fuelman, CLC, and Visa statement reconciliations, voicemail management, and other assigned duties.
• Additional Responsibilities
  • Ensure compliance with company policies and safety standards.
  • Perform other administrative duties as assigned by the Branch Manager.

• Proficiency in Microsoft Office Suite and familiarity with ERP systems (IFS preferred).
• Strong organizational skills with the ability to multi-task and prioritize effectively.
• Excellent written and verbal communication skills.
• Valid driver’s license required.
• Self-motivated, detail-oriented, and team-oriented.
• Ability to plan, organize, and execute daily requirements independently.
• Must pass drug test, fit-for-duty test, and background check.

• Competitive salary based on experience, plus performance-based bonus
• Comprehensive benefits package, including:
  • Family Medical, Dental, and Vision Insurance
• Barnhart CARES program, offering family support and community service opportunities
• 401(k) program with up to 10% company match
• Paid Time Off (PTO) and additional leave benefits

EOE/AA Minority/Female/Disability/Veteran