The Office Manager will coordinate office administration and provide administrative support for field operations to ensure organizational effectiveness and efficiency. The Office Manager will directly support the Operations Manager in developing intra-office communication protocols, task delegation, work with Director of HR to oversee HR initiatives, and office staff supervision. The Office Manager will also support the Texas Accounting Manager in streamlining administrative procedures, AP/AR issues, and resolving accounting inquiries. They will work with corporate IT and H&S for office help with IT and H&S issues for the office staff and field crew. The Office Manager will be supported by a shared Administrative Assistant. Must have experience with OpenInvoice, Microsoft Office Suite, GPS systems, AP/AR, and collections. Must have experience with employee engagement, employee interaction and communication, New Hire onboarding and employee disciplinary process.

Preferred Bilingual (English/Spanish)

ROLES AND RESPONSIBILITIES

• Liaison between operations and finance to ensure proper project setup, documentation, and revenue recognition.
• Assist with monthly client invoicing and monitoring of account receivables, as needed.
• Coordinate and track contract and subcontract outputs, including change orders.Research deviations in financial metrics and support implementations of appropriate rectifications.
• Work with the administrative team to provide office administrative support including mainline phones, hosting visitors, conference room reservation management, and organizing office functions.
• Liaison between Corporate HR and employees with online new hire process, verifying documents, E-Verify, completeness of online onboarding and adhering to deadlines of submitting information into required databases. Assist with helping employees regarding questions pertaining to insurance benefits, FMLA, 401K, and other benefit related issues.
• Liaison between Corporate IT and employees to help with any IT issues and/or questions.
• Liaison between Corporate H&S and Texas Safety Offer to ensure H&S compliance is being administered in house and ensuring H&S compliance. Assist Project HSE site on-boarding including safety orientation.
• General office duties include scanning paperwork for all, reports, and drug testing, answering phones, filing, and maintaining electronic documentation and correspondence., copying, and other duties as directed by project management.
• Assist with maintaining document retention.

Qualifications:

• 3 years of experience in office management in a construction/O&G environment.
• Experience with the day-to-day operations and interactions.
• Strong teamwork orientation, initiative, communication, problem-solving and leadership skills. Ability to work cross functionally with departments and team members.
• Detail oriented to organize and handle multiple project tasks.
• Exhibit a positive professional attitude, maintain confidentiality, and have a high-level of expertise with employee and client interactions.

Earth Systems is a drug-free workplace.

Strict adherence to corporate health and safety practices is a requirement for any position offered at Earth Systems.

Earth Systems is an equal opportunity employer with a long-standing commitment to providing equal employment opportunities to all qualified applicants regardless of race, color, religion, national origin, sex, sexual orientation, gender identity, pregnancy, age, citizenship, marital status, disability, veteran status, political belief, or any other basis protected by applicable law.

Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Applicants must be currently authorized to work in the United States without the need for visa sponsorship now or in the future.

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Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per hour

Benefits:

• 401(k) matching
• Flexible spending account
• Health savings account
• Life insurance
• Referral program

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No nights
• No weekends

Work Location: In person