Office Manager

Galveston Terminal - POG
123 25th St
Galveston, TX 77550, USA

The Office Manager is responsible for performing administrative duties that could include local personnel hiring, personnel processing (scheduling system management and data input), personnel scheduling, TSS orientations, organize and maintain permanent files and office supplies and uniform ordering and management.

• Responsible for personnel scheduling through the company scheduling system.
• Scheduling TSS orientation, MTSA and Screener training.
• Reviewing time and attendance system and/or timesheets and exception cards for payroll processing for Operations Manager approval for final processing.
• Prepare invoicing reports for the Operations Manager approval for final billing.
• Collate time cards, applicable back-up and expenses for Safe Guard invoicing for the Operations Manager approval for final billing.
• Update the HR management system for all employee status changes.
• Personnel uniform ordering, inventory and management.
• TSS office supply and equipment ordering and management of the office budget.
• Communicates with employees, vendors, customers and internal and external department via telephone or written correspondence.
• Local personnel recruiting and personnel hiring (not applicable if office has a recruiter).
• Opens, sends and distributes department mail.
• Answers telephone calls and takes messages for the Operations Manager and staff.
• Maintains department files and training records.
• Communicates with Human Resources Department in conjunction with the Operations Manager to ensure all labor regulations are adhered to and forms, procedures and other documentation are received and updated.
• Assists in answering employee’s questions regarding company benefits and payroll.
• Make arrangements for receiving, packing and shipping items via UPS, Federal Express, US Mail, messenger pickup and maintains detailed records.
• Maintains the Department of Agriculture portal current to ensure compliance with the state.
• Delivery of weekly payroll checks.
• Ensure labor law posters are up to date.
• In conjunction with the Operations Manager advise NIHC HR of all employees’ disciplinary issues.
• Assists operations management with other duties as needed.

Qualifications & Skills Required

• Strong computer background with knowledge of current version of word processing software and spreadsheet software (Mail Merge, V-lookup, Pivot Tables).
• Have good hand/eye coordination.
• To sit for extended periods of time.
• To accurately prepare and analyze numerical data.
• Display professional demeanor and create a good first impression.
• Ability to communicate to current and prospective customers, management and staff.
• Communicate well orally and in writing.
• Ability to listen to others and act decisively on information received orally.
• Have good organizational sensitivity.
• A valid driver’s license.

Education and Experience

• A High School diploma or equivalent is required.
• Experience in an office environment providing management support.
• Experience with scheduling and payroll systems.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.