Office Administrator II - MFG

Harmon, Inc.

Position Summary

Managing administrative processes and acting as the office point of contact

Drives and oversees key business administrative processes including payroll, invoicing, shipping, field employee management and onboarding for your region. You will coordinate with on- and off-site teams across the organization to drive accurate and on time administrative, office, and project support. You regularly communicate to multiple stakeholders, internally and externally, at all levels of the organization.

Experience

What you need to be successful:

• High school education

• 3-5 years administrative work experience

• Construction or Manufacturing industry experience, preferred

• Experience supporting multiple leaders, projects, or functional areas

Roles & Responsibilities

Each person at Harmon plays an important role in our project execution. Your contributions through the following areas help us successfully execute our projects and meet our financial goals.

Drive accurate time keeping

Engage in the weekly payroll process by owning employee time entry for your client groups/region. As needed, manage certified payroll, and submission of union traveler agreements.

Manage project documents

Oversee project filing and document organization to ensure files are complete and accurate. Partner with project managers on P&L reforecasting, supporting corrections as needed and project closeouts.

Conduct contract support

Partner with project managers to complete RFIs, submittals, monthly billing forms, bid credits, and other project support. Proactively manage certificates of insurance, change orders, and billings in Penta. Oversee project and subcontractor setup for OCCIP/CCIP programs and track certificates of insurance to ensure compliance.

Lead onboarding process

Ensure compliance throughout new hire and rehire processing and new hire orientation by reviewing paperwork for accuracy. Maintain awareness of critical deadlines to ensure timely employee pay and benefits.

Change processing

Complete and oversee employee status paperwork in a timely manner to ensure accurate records and contract and legal compliance, including terminations, promotions, adjustments, union scale changes, and leave of absence changes.

Travel agreement management

Coordinate travel arrangements for field and union employees.

Own local drug testing

Coordinate with local drug testing agencies for new-hire and current employee drug tests to foster a safe work environment.

Project administration support

Oversee the preparation and organization of drawings, including copying, labeling, and assembling shop floor packages. Update quality issue cards in the quality database, generate required job information reports, and support other project administration tasks such as meeting notes, spreadsheet data entry, progress tracking, and sequence numbering.

Retention Compliance

Ensure compliance with corporate procedures for systematic retention, protection, retrieval, transfer, and disposal of records.

Employee Support Serve as employee resource

Serve as the frontline point of contact for employee questions. Use strong judgment and organizational awareness to direct employees to the appropriate resources (handbook, contracts, or CBA) while providing responsive customer support and accurate information.

Execute Employee Communications

Updating digital and physical media monthly to support employee/headquarters communication;
Office televisions, breakroom boards, jobsite posters, etc.

Provide safety support

Coordinate with safety leaders to ensure documents and PPE are available to local field and/or MFG employees. Engage in DOT compliance, fleet management, OSHA recordkeeping, safety committee meetings, workers compensation, and the safety award program.

Leadership Support

Serve as key point of contact for your office/region

Answer the phones, create shipping and receiving packages via UPS, order office supplies, manage office equipment, coordinate building services and maintenance, sort mail, and other general office duties. Maintains productive working relationships with corporate departments, customers, and vendors.

Support leadership

Partner with your leadership to prepare reports, presentations, postings, and emails for key initiatives. Provide onsite support for meetings by preparing meeting spaces, documents, and meals for the team.

Support accurate budgeting

Utilize attention to detail to complete invoice processing, billing collection, vendor maintenance, purchase order management, monthly…