Office Operations Administrator
Blue Island, IL 60406
OVERVIEW:
- The Office Operations Administrator is responsible for overseeing the personnel responsible for day-to-day office functions including incoming phone calls and answering service coordination, supply ordering, office machines functionality and scheduling time off requests. This position will work closely with the General Manager to provide Accounts Payable, Payroll, Employee HR Information System and support, and various General Bookkeeping activities. You will deliver all facets of recruiting opportunities for the organization including employment vacancies and subcontractor needs. This will be achieved through development of local and national recruiting plans, employing traditional sourcing strategies and resources as well as developing new creative recruiting ideas. Finally, this position will take charge of onboarding and training for all newly hired employees. This is an AT WILL position
SUPERVISION AND EXERCISE RECEIVED:
- Receives direct or general supervision from the General Manager
ESSENTIAL FUNCTIONS AND ABILITIES:
- Process payroll on a bi-weekly basis
- Prepare vendor and subcontractor payments for review by the General Manager. Understand general accounting practices for AP, AR and Payroll
- Update and organize all employee internal recordkeeping documentation (e.g. Sick leave, vacation etc.). Select and maintain an online Human Resources Information System (HRIS)
- Develop and execute recruiting plans for employees and sub-contractors. Develop and track measurable facets of the recruiting and hiring process so that the processes are measurable. Set continuous improvement goals
- Plan and host Subcontractor recruiting fair several times throughout the year. Maintain database of approved vendor list along with required documents including W-9's, Insurance certificates, etc.
- Prepare HR documents including offer letters, disciplinary notices and Company policy and procedures
- Organize and maintain personnel files
- Coordinate the on-call schedule
- Conduct onboarding and training
- Develop training modules for onboarding of Company personnel
- Communicate with external partners including Alacrity, Paylocity, Benefit Carriers, Quick Search and Accredited Drug Testing
- Monitor personnel performing general office duties
- Manage the use of social media for recruiting and headhunting
- Demonstrate a good working knowledge of various employment laws and practices
- Demonstrate excellent interpersonal and coaching skills
- Work independently with minimal supervision
- Manage professional and timely contact with clients, employees and vendors
- Identify and resolve problems in a timely manner
- Communicate a positive image of the company to the entire staff and customers
- Apply safety procedures and principles on a daily basis and protect yourself and others from injury
- Other duties as assigned
Knowledge of:
- Working with recruiting vendors including Zip Recruiter and Head-Hunting Agencies
- HRIS systems
- Working in a creative office environment to foster new ideas
- Respecting ideas and opinions of others while working together
- Developing and presenting creative solutions
- Various employment laws and practices
- The Restoration Industry and the ability to seek knowledge if new to the industry
- The Company ethics, image and goals and how they shall be reflected in the day to day job duties of you and your staff
- All policies and procedures of the Company, ability to apply and understand
EDUCATION AND EXPERIENCE:
- Bachelor's degree or a minimum of 5 years of work experience in General Office Management and Recruiting systems
- MS Office
- Experience in construction/restoration work in process and job account is a plus, but not required
LICENSE AND SPECIAL REQUIREMENTS:
- Valid State driver's license
PHYSICAL DEMANDS:
- Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various customers and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Tasks may require extended periods of time at a keyboard. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects, up to 30 pounds, necessary to perform job functions
WORKING CONDITIONS:
- Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures
req24-00999