Office Site Administrator

Job Description

Job Description

Office Administrator- IAH 

Vanderlande Logistics is seeking a highly organized and detail-oriented Office Administrator to support our Operations & Maintenance (O&M) team at George Bush Intercontinental Airport (IAH). This role is critical to the success of our site operations and will help address key administrative functions including payroll deadlines, attendance reporting and tracking, NDA reporting and tracking, PTO scheduling, recruiting support, interview coordination, workforce forecasting, and employee record management for approximately 180 employees.

The Office Administrator serves as the primary administrative resource for the site and works closely with the Site Manager, supervisors, employees, and corporate support teams to ensure all administrative responsibilities are completed accurately and efficiently. This position requires exceptional organizational skills, the ability to manage multiple priorities, and a strong commitment to supporting operational excellence in a fast-paced airport environment.

Essential Duties and Responsibilities

• Maintain employee schedules to ensure staffing levels satisfy contractual and operational requirements.
• Manage employee timesheets and timekeeping records.
• Track and report employee attendance and absenteeism.
• Schedule, record, and monitor Paid Sick Leave (PSL) and Paid Time Off (PTO).
• Support workforce planning and forecasting efforts.
• Assist with recruiting activities, interview scheduling, and candidate communications.
• Ensure payroll information is accurate and submitted by established deadlines.
• Manage NDA reporting and tracking requirements.
• Gather operational KPI data and maintain reporting records.
• Coordinate employee onboarding and offboarding processes.
• Schedule and track required employee training.
• Maintain training records and compliance documentation.
• Support orientation activities for new hires.
• Ensure all employee certifications and training are current and properly documented.
• Manage employee performance records, contact lists, KPI spreadsheets, 
• Ensure all state, federal, airport, and company-required notices are appropriately posted.
• Assist employees with Vanderlande network and intranet access.
• Order and maintain office supplies and equipment.
• Order and track PPE and safety equipment at the direction of the Site Manager.
• Support parts ordering and related invoicing activities as needed.
• Coordinate employee parking assignments and records.

Airport Security and Badging Administration

• Serve as a badging signatory and coordinate employee badging requirements.
• Schedule appointments and process required documentation.
• Track SIDA training, badge renewals, and airport security compliance requirements.

Required Skills and Abilities

• Excellent verbal and written communication skills.
• Exceptional organizational and administrative abilities.
• Strong attention to detail and accuracy.
• Ability to prioritize work and meet multiple deadlines.
• Strong customer service and employee support skills.
• Proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.

Education and Experience

• High school diploma or equivalent required.
• Associate degree in Business Administration, Office Administration, Human Resources, or a related field preferred.
• Minimum of three (3) years of administrative and clerical experience required.
• Experience supporting operations, maintenance, logistics, manufacturing, airport, or industrial environments preferred.

Physical Requirements

• Ability to lift up to 25 pounds occasionally.
• Prolonged periods of sitting and working at a computer.
• Moderate walking throughout office, maintenance, and operational areas.
• Ability to navigate airport and operational environments safely.

Why Join Vanderlande?

• Comprehensive medical, dental, and vision benefits beginning on Day One.
• Pay Range $28.00-$30.00 per hour
• Matching 401(k) program.
• Paid time off and company holidays.
• Professional development opportunities.
• Tuition reimbursement program.
• Career advancement opportunities within a global industry leader.