Office Administrator

Portland Pump Company

Office Administrator

Scarborough, ME

Portland Pump Company is seeking an Office Administrator, to be based in their Scarborough, ME office. This would be 32-35 hours a week.

Requirements of the Office Administrator:

• High school diploma or equivalent required; Associate’s degree in office administration or related field preferred.
• At least three years of administrative experience required with extensive knowledge of office management procedures.
• Accounts payable/receivable, or general accounting experience required.
• Knowledge of principles and procedures for HR including benefit administration, payroll, workers compensation, leave management, and personnel information systems required.
• Excellent verbal and written communication skills, interpersonal and customer service skills, organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Must be computer literate and have working knowledge of Microsoft Office products: Outlook, Word, Excel, and PowerPoint.
• Ability to commute to Scarborough, ME Monday through Friday and work 32-35 hours per week.

Benefits of the Job:

• Annual pay in the range of $25.00 – $30.00 hourly
• 11 Paid Holidays, plus early shut down for 2 additional holidays.
• Vacation and sick time
• Medical, Dental & Vision benefits
• 401(k)
• Educational assistance

Responsibilities of the Office Administrator:

• Performs office activities and functions to maintain efficiency and compliance with company policies.
• Oversees telephone services, email correspondence, and mail distribution.
• Oversee petty cash fund.
• Maintain inventory of office supplies; orders new supplies as needed.
• Onboard new employees – ensuring paperwork is completed properly including tax documents and I-9 forms and enrolling new employees in benefits.
• Offboard employees when they exit, including providing end of employment information, COBRA, and terminating benefits.
• Provides benefit enrollment/administration support, including premium invoice calculations and payments.
• With guidance from President support employees during leave including providing FMLA and STD paperwork as requested.
• Plan and execute employee event coordination with approval of Manager.
• Maintains workers comp and safety data and files first reports of injury.
• Process weekly payroll to ensure timely pay is issued
• Create travel arrangements for field personnel and manager per diem and expense reimbursements
• Prepare annual reports such as OSHA, Construction Wage Rates Survey, and DOT.
• Track and maintain company phones, with approval purchase phones and accessories for staff.
• Processing daily Accounts Payable (A/P) statements/reports with computer programs
• Receiving and verifying invoices and requisitions for goods and services
• Inputs checks/cash/ACH/CC receipts into accounting software
• Make and deliver deposits to financial institution
• Make collection calls for AR invoices or statements
• Reconcile checking account daily and credit card accounts monthly
• Track customer/vendor COI’s and distribute as needed
• Maintain and request W-9 forms, assist in generating 1099 forms.
• Other duties as assigned.

Portland Pump Company (PPC) specializes in facility construction, petroleum equipment, and 24-hour repair service for Petroleum Handling Facilities across the Northeast. Established in 1938, PPC is renowned for building, servicing, and equipping gasoline stations, diesel terminals, petroleum bulk plants, and heating oil systems.

KMA Human Resources Consulting has been engaged to manage this search. NO PHONE CALLS OR RECRUITERS PLEASE

Portland Pump Company (PPC) is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ancestry, familial status, age, physical or mental disability, pregnancy, sexual orientation, gender identity, genetic information, veteran status, or any other characteristic protected by law.