AddressHarmon Facades, ULC
ROLES & RESPONSIBILITIES
Problem solving
Discretion
OFFICE ADMINISTRATOR
Operations
Managing regional administrative processes and acting as the office point of contact
Driving key business administrative processes including payroll, invoicing, shipping, field employee management and onboarding for your region. You will coordinate with on- and off-site teams across the organization to drive accurate and on time administrative, office, and project support. You regularly communicate to multiple stakeholders, internally and externally, at all levels of the organization.
POSITION DESCRIPTION
Your contributions to the team
Your top priority is to own administrative processes for your client group and ensure they are completed accurately and on time.
- Support payroll and accounting by partnering with internal stakeholders to drive accuracy.
- Provide on ongoing customer service to local employees and multiple teams across the organization / region.
- Support leadership and office teams by gathering critical information for customers, project, costs, and employees.
EXPERIENCE
What you need to be successful
- Highschool education
- 2-3 years administrative work experience
- Construction industry experience, preferred
ROLES & RESPONSIBILITIES
The responsibilities we trust you with
Each person at Harmon plays an important role in our project execution. Your contributions through the following areas help us successfully execute our projects and meet our financial goals.
Critical process support
Drive accurate time keeping
Engage in the weekly payroll process by owning employee time entry for your client groups/region. As needed, complete certified payroll, and submission of union traveler agreements.
Manage project documents
Complete project filing and document organization to ensure files are complete and accurate. Work with project managers on reforecasting of P&L’s, assisting with making corrections as needed and project closeouts.
Conduct contract support
Collaborate with project managers to complete RFI’s, submittals, monthly billing forms, bid credits and misc. project support. Proactively handle ordering certificates of insurance, change orders, and billings into Penta. Engage in project and sub-contractor set up for OCCIP/CCIP programs and tracking of certificates of insurance to ensure compliance.
Lead onboarding process
Drive compliance during the new hire/re-hire processing and new hire orientation by reviewing paperwork for accuracy. Maintain awareness of critical deadlines to ensure employees pay and benefits are on time.
Change processing
Complete paperwork to drive accurate employee status’ in a timely manner to ensure contract and legal compliance: terminations, promotions, adjustments, union scale changes, etc.
Travel agreement management
Coordinate travel arrangements for field and union employees.
Own local drug testing
Coordinate with local drug testing agencies for new-hire and current employee drug tests to foster a safe work environment.
Employee Support
Serve as employee resource
Act as frontline intermediary for employee questions. Use critical thinking skills and organizational savvy actively direct employees to the proper channels (handbook, contracts, or CBA) by providing customer support and information.
Execute Employee Communications
Updating digital and physical media monthly to support employee/headquarters communication; Office televisions, breakroom boards, jobsite posters, etc.
Provide safety support
Coordinate with safety leaders to ensure documents and PPE are available to local field employees. Engage in DOT compliance, fleet management, OSHA recordkeeping, safety committee meetings, workers compensation, and the safety award program.
Leadership Support
Serve as key point of contact for your office/region
Answer the phones, create shipping and receiving packages via UPS, order office supplies, manage office equipment, coordinate building services and maintenance, sort mail, and other general office duties.
Support leadership
Partner with your leadership to prepare reports, presentations, postings, and emails for key regional initiatives. Provide onsite support for meetings by preparing meeting spaces, documents, and meals for the team.
Support accurate budgeting
Utilize attention to detail to complete invoice processing, billing collection, monthly billings, expense reporting, and financial controls. Ensure teams track expenses and invoices to ensure timely approval. Engage in monthly reconciliation of company credit cards. Support month-end, quarter-end, and year-end financial duties as needed by your local leader.
KNOWLEDGE, SKILLS & ABILITIES
The strengths you bring to the team
We believe our exceptional people set us apart, so it’s important that you have the appropriate knowledge, skills and abilities needed to successfully do your job.
Strengths that are important to Harmon
Collaborate
Encourage collaboration with your peers and leaders
Focus on results
Maintain a strong desire to execute through customer focus and attention to detail
Do the right thing
Deliver excellence, treat each other with respect
Be flexible
Adjust quickly and effectively to shifts in business and project needs
Value a balanced life
Reward each other’s contributions and cultivate a welcoming environment
Attain clarity and alignment
Ensure you have clarity and alignment before moving forward
Strengths that are important for your position
Problem solving
Be able to make decisions based on information provided
Extreme Ownership
Take full responsibility for results, regardless of the outcome
Ethics
High level of professional integrity, honesty, and personal credibility
Communication
Write clear, concise, readable notes and other correspondence using proper industry language and terms
Time Management
Effectively manage time to meet deadlines with a sense of urgency
Discretion
Use judgment to
drive solutions and protect confidentiality
drive solutions and protect confidentiality
Accessibility: We are committed to providing an inclusive, barrier-free recruitment and selection processes and work environments. If you are contacted for a job opportunity, please advise Human Resources of any accommodations needed to ensure you have access to a fair and equitable process. Any information received relating to accommodation will be addressed confidentially.
Apogee and our brands 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 veteran status or any other characteristic protected by state or federal law.
