Construction Office Administrator-Part Time

Apogee Wausau Group, Inc.

Houston, TX

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Harmon, Inc.

Managing regional administrative processes and acting as the office point of contact.

Driving 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.

POSITION DESCRIPTION

Your top priority is to own administrative processes for your client group and ensure they are completed accurately and on time.

  • Support payroll and accounting by partnering with internal stakeholders to drive accuracy.
  • Provide on ongoing customer service to local employees and multiple teams across the organization / region.
  • Support leadership and office teams by gathering critical information for customers, project, costs, and employees.

KEY RESPONSIBILITIES

Critical Process Support

  • Drive accurate time keeping: Engage in the weekly payroll process by owning employee time entry for your client groups/region. As needed, complete certified payroll, and submission of union traveler agreements.
  • Manage project documents: Complete project filing and document organization to ensure files are complete and accurate. Work with project managers on reforecasting of P&L’s, assisting with making corrections as needed and project closeouts.
  • Conduct contract support: Collaborate with project managers to complete RFI’s, submittals, monthly billing forms, bid credits and misc. project support. Proactively handle ordering certificates of insurance, change orders, and billings into Penta. Engage in project and sub-contractor set up for OCCIP/CCIP programs and tracking of certificates of insurance to ensure compliance.
  • Lead onboarding process: Drive compliance during the new hire/re-hire processing and new hire orientation by reviewing paperwork for accuracy. Maintain awareness of critical deadlines to ensure employees pay and benefits are on time.
  • Change processing: Complete paperwork to drive accurate employee status’ in a timely manner to ensure contract and legal compliance: terminations, promotions, adjustments, union scale changes, etc.
  • 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.

Employee Support

  • Serve as employee resource: Act as frontline intermediary for employee questions. Use critical thinking skills and organizational savvy actively direct employees to the proper channels (handbook, contracts, or CBA) by providing customer support and 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 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.
  • Support leadership: Partner with your leadership to prepare reports, presentations, postings, and emails for key regional 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, monthly billings, expense reporting, and financial controls. Ensure teams track expenses and invoices to ensure timely approval. Engage in monthly reconciliation of company credit cards. Support month-end, quarter-end, and year-end financial duties as needed by your local leader.

EXPERIENCE

  • High school education
  • 2-3 years administrative work experience
  • Construction industry experience, preferred

KEY KNOWLEDGE, SKILLS & ABILITIES

Strengths that are important to Harmon

· Problem solving

· Extreme Ownership

· Ethics

· Communication

· Time Management

· Discretion

Equal Employment Opportunity/Women/Minorities/Protected Veterans/Individuals with Disabilities

Apogee and our brands are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status or any other characteristic protected by state or federal law.