Office Administrator

Office Administrator

Pennhills Resources is looking for an Office Administrator to join our team in our Kane office. The Office Administrator is responsible for overseeing the general administrative functions and any events or activities in the office.

The ideal candidate will have prior administrative experience working in an office supporting multiple levels of employees. He/she greets visitors and should present an accessible and approachable tone as well as have excellent communication skills. The ideal candidate has a healthy initiative and can anticipate needs. Interacts and provides employees with human resource needs including recruiting, benefit administration, maintaining personnel files.

Position requires independent judgment, critical thinking, organizational and decision-making skills. This position requires the ability to maintain a good working relationship with coworkers and an aptitude for working with the public. General Administrative Support Key Areas of Responsibility:

1. Manages distribution of all incoming/outgoing mail including UPS/FedEx. May also include infrequent shipment of hazardous materials. Maintains postage log and necessary postage funds.
2. Maintain Company Contributions/Subscriptions. Drafts contribution letters and prepares check requests for payment.
3. Coordinates monthly "employee Birthday Card" distribution and annual corporate Christmas card distribution.
4. Drafts letters and emails to vendors and landowners and maintains orderly scanning and filing.
5. Maintains continuity within the office by ensuring supplies in common areas are ready and available on a regular basis.
6. Collaborates with office personnel and schedules IT support services to address employee requests.
7. Provides assistance with fleet maintenance; including vehicle registrations, coordinates notary support related to vehicles, trailers, Bill of Sale information, transfers and other related duties.
8. Manages the flow of guests by responding to inquiries and ensuring adherence to safety and security protocols. May also route in-coming calls, take messages, and screen calls.
9. Establishes and updates company marketing efforts utilizing various outlets including social media, advertising, and subscription services.
10. Organizes and maintains well files and data room records.

Human Resources Support

1. Assists employees in securing travel arrangements, as needed.
2. Coordinates the administrative processes involved with employee benefit programs to include health benefits, dental, vision, life insurance and STD. Enrolls new employees, and reconciles invoices to HR system.
3. Coordinates and assists in the development of company sponsored activities such as company picnics, and special occasions.
4. Coordinates the timekeeping process for payroll, tracks and reconciles all paid time off for accurate recordkeeping and use of time off and accruals.
5. Organizes and tracks employee trainings records and serves as Safety Committee secretary.
6. Performs HR functions by responding to employee requests and questions.
7. Conducts benefit enrollment for new employees and enters data in tracking system.
8. Verifies I-9 documentation and performs re-verification as needed.
9. Assists with onboarding and offboarding employees, including preparing new hire packets, scheduling drug screening and background checks, performing reference checks, preparing COBRA notifications.
10. Manages the process for posting positions, validating applicants, coordinating and scheduling interviews with appropriate department leads and preparing follow up correspondence.

Requirements:

Education : High school diploma, with emphasis on business-related coursework. Post-secondary education is preferred. Qualification Requirements : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Intermediate skills in Excel and beginner skills in other Microsoft applications.
2. Complete familiarity/use of PC operations.
3. Good communication skills.
4. Excellent interpersonal, problem-solving and decision-making skills.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Ability to sit, stand, walk, squat intermittently.
2. Must be able to lift 20 pounds.
3. Fine manipulation skills as necessary to operate a PC

Pennhills Resources offers comprehensive benefits including health care, dental, vision, prescription, paid time off, life insurance and 401k.