Office Manager

Job Description Position Purpose Supervises two or more full-time administrative employees in a plant or office. Plans and coordinates activities of employees who perform administrative and clerical duties. Primary Duties/Responsibilities Plans daily schedules to provide administrative services and clerical support to assigned plant, office or department. Ensures that the team is producing at or above communicated production, quality and safety goals. Ensures that resources are being utilized to achieve business objectives in the most efficient manner. Develops new and standard templates, procedures and forms for activities, reports and presentations to maximize efficiency and reduce turnaround time. Oversees the human resource functions of the assigned team including hiring and firing, performance appraisals, coaching and counseling team. Recommends and provides input for salary and job change actions. Coaches and counsels team to improve technical skills and interpersonal and problem resolution skills. Works to identify and provide opportunities to cross-train and learn new skills and techniques. Answers complex questions elevated from less experienced employees and provides accurate and timely information or guidance. Purchases and maintains adequate inventory of office, break room and conference room supplies within established policy and dollar limits. Negotiates best price, quality and delivery. Negotiates rates, recommends providers and oversees contracts for outside services that may include: copy machines, telephones, pagers, security, landscaping, document archiving or shredding, and building janitorial and maintenance contracts. Serves as primary contact for facility maintenance problems. Troubleshoots and diagnoses problems, performs minor repairs or maintenance or calls outside contractors to resolve problems. Serves as liaison to the home office regarding company policies and benefits. Collects, compiles and reviews complex data and information such as HR, workers’ compensation and accident reporting records for inclusion in reports and presentation materials. Coordinates new hire services. Ensures that new hires are provided office space, furniture, equipment and systems as required and facilitates communication between other departments to optimize productivity during the new employee’s first days on the job. Develops annual budgets for review and approval by higher levels. Monitors and approves overtime. Monitors and manages all budget elements to ensure cost effective operation and works with the manager to quickly correct negative deviations. Recommends new office equipment. May review proposals and recommend outside contractors for office machines, facility maintenance, janitorial and landscape services, etc. Work Environment Spends most of time in an office environment. Occasional visits to plant areas. Possible Work Hazards: Must take care in moving or lifting office supplies. Infrequent exposure to plant hazards including noise, rotating equipment, chemicals, fumes and water hazards. Qualifications Education/Experience/Background High school diploma or GED plus additional specialized courses or Associates Degree in related field. At least five years directly related experience in an administrative capacity for a project, program or department. At least three years of internal experience is preferred. Lead experience or supervisory training with an understanding of human relations, training, performance evaluation and health and safety. Knowledge/Skills/Abilities Ability to perform mathematical functions. Must have general knowledge of budget preparation and understanding of cost control. Must demonstrate effective oral and written communication skills with good vocabulary, good grammar and the ability to independently compose routine written communications. Good telephone etiquette. Excellent PC skills with thorough knowledge of MS Word, MS PowerPoint, MS Excel / Access, and other departmental software programs. Ability to develop spreadsheets and modify formats in order to complete assignments and ability to recommend improvements. Above average organization & communication skills required to interact with multiple internal, external & executive contacts. Must be able to efficiently operate and perform basic maintenance and troubleshooting of all office equipment. Must be able to handle diverse task simultaneously and work effectively with interruptions and consistently meet or exceed production and quality goals. Ability to handle confidential or sensitive information or issues. Must demonstrate ability to work in a team environment and willingness to assume additional or new responsibilities readily. Must demonstrate commitment to compliance with application laws and regulations, the Company’s Code of Business Conduct and other Company policies and procedures. Required Certification / Licenses / Training Employee Orientation. Leadership, Performance Management and Financial training. Training to keep abreast of new technology, industry trends and practices to improve efficiency. Performs some advanced functions as part of training and development. Physical Requirements While performing the duties of this job, the employee is regularly required to sit (80%); use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand (10%); walk; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus. Additional Information Benefits Veolia’s comprehensive benefits package includes paid time off policies, as well as health, dental, vision, life insurance, savings accounts, tuition reimbursement, paid volunteering and more. In addition, employees are also entitled to participate in an employer sponsored 401(k) plan, to save for retirement. We 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 protected veteran status. Disclaimer: The salary, other compensation, and benefits information is accurate as of the date of this posting. The Company reserves the right to modify this information at any time, subject to applicable law. #J-18808-Ljbffr