What are the responsibilities and job description for the Office Manager position at IES Infrastructure?
Job Title: Office Manager
Reporting to: General Manager
Key Responsibilities
Front Office & Administrative Support
- Serve as the primary point of contact for visitors, clients, and job candidates, creating a professional and welcoming environment.
- Answer and route incoming calls and general inquiries promptly and courteously.
- Manage all office correspondence, including mail, deliveries, and packages.
- Maintain a clean, organized, and professional front desk and shared office spaces.
- Coordinate meetings and events, including scheduling, room setup, and ordering meals or refreshments as needed.
- Provide occasional executive-level administrative support, such as calendar management and document preparation for leadership.
- Oversee office supply inventory and ensure timely ordering and replenishment of materials.
- Manage paper and electronic filing systems to ensure accurate organization and record retention.
Human Resources & Operational Support
- Support employee onboarding by preparing new hire paperwork, coordinating first-day orientations, and ensuring a smooth start for new employees.
- Assist with tracking attendance, PTO, and timecard submissions for payroll processing.
- Collaborate with corporate HR to address employee inquiries and maintain personnel records.
- Support the finance team with timecard reconciliation, payroll data entry, and invoice organization.
- Assist with expense tracking and maintain accurate documentation for billing and reimbursements.
- Demonstrate the ability to prioritize tasks effectively while maintaining flexibility when priorities shift unexpectedly.
Fleet and Vendor Management
- Oversee company fleet administration, including insurance updates, gas card distribution, vehicle key sign-offs, and maintenance scheduling.
- Act as the on-site contact for vendors and service providers
- Build and maintain positive vendor relationships, ensuring professional communication and efficient service delivery.
Minimum Education
High School
Minimum Years of Experience
2-4
Specific Qualifications
Qualifications
- Minimum of 3 years of experience in administrative, office management, or HR support roles.
- Strong interpersonal and communication skills with a professional, customer-service-oriented approach.
- Proven ability to work independently with minimal supervision; a self-starter who takes initiative and ownership of responsibilities.
- Demonstrated desire to foster a welcoming, positive environment for employees and guests.
- Proficiency in Microsoft Office Suite (Excel, Outlook, Word); experience with HR or accounting systems preferred.
- Highly organized with strong attention to detail and effective time management skills.
- Demonstrated ability to handle sensitive and confidential information with discretion.
- Flexible and adaptable to shifting priorities in a fast-paced environment.
Preferred:
- Experience working in a manufacturing environment
Job Locations
US-AL-Calera
Company Overview
Why IES Infrastructure?
IES Infrastructure offers competitive salaries. But, if you make your employment decision based on salary only, you’re overlooking other significant factors – work environment and employee benefits. We offer a friendly, team-work environment with opportunities for continuous development and career advancement. We also offer a comprehensive benefits package that provides real protection for you and your family.
- Health & dental insurance
- Group life & accidental death & dismemberment insurance
- Supplemental life insurance
- Voluntary accident insurance
- Company Paid Disability insurance (short and long-term)
- Vacation and holidays
- 401k
Company Culture
Commitment to Excellence – Consistently exceeds expectations.
Honesty and Integrity – Strive to do what is right and do what we say we will do.
Safety – Create a safe working environment in all operating locations.
Respect -Honor the rights of all involved.
Communication – Communicate clearly and directly with all involved.
Employee Satisfaction – Create employee opportunities for growth and development.
Innovation and Creativity – Apply creative ingenuity to make us better, faster, and first.
Resiliency – No obstacle will stop us from accomplishing our goals.
Teamwork – Above all else, work together as one team and one group of professionals.
All positions require customer focus with a service-oriented attitude as well as attention to detail with excellent verbal and written communication skills. Ability to adapt to changes in daily activities is essential. Ability to travel and work overtime/weekends, as needed, to meet customer and in-house demands. All applicants must pass a background check and drug/alcohol screening and must have a clean driving record.
EEO Statement
PLEASE NO AGENCY CALLS.
NOTE TO ALL AGENCIES: Any unsolicited agency resumes or agency represented candidates that are presented to any IES employee without first having a signed contract between that agency and the IES Talent Acquisition organization will become the property of IES and no fees will be paid.
EEO & Affirmative Action
The IES policy on equal employment opportunity prohibits discrimination based on race, color, religion, national origin, sex, age, gender identity, sexual orientation, individuals with disabilities, protected veterans, or any other protected status or characteristic. This policy applies to recruiting, hiring, transfers, promotions, terminations, compensation, benefits, and all other terms and conditions of employment, and also states that retaliation against any employee who files a complaint regarding possible violations of this policy will not be tolerated. IES is also committed to taking affirmative steps to promote the employment of minorities, women, individuals with disabilities, and protected veterans. IES develops affirmative action programs to support its commitment to equal employment opportunity, consistent with company policy and the company’s obligations as a contractor to the United States government.
View Your Equal Employment Opportunity rights under the law. "EEO is the Law" poster | "EEO is the Law" poster supplement
View IES' policy on Pay Transparency Pay Transparency NonDiscrimination Poster
Disability Accommodation
IES is an Equal Opportunity/Affirmative Action Employer. IES provides reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veterans' Readjustment Assistance Act of 1974 and Title I of the Americans with Disabilities Act of 1990. Applicants who need accommodation in the job application process should contact the IES corporate office at (713) 860-1500 or any IES office to request assistance.
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