Office Manager (Santa Clara)

Reports to the Project Manager. The Office Manager / Business Services Manager performs, supervises and directs the overall administrative activities of an office or project site, including craft payroll, accounts payable / receivable, purchasing, document control, and other assigned project clerks as required.

Major Duties & Responsibilities :

• Assigns and reviews office activities, circumvents and resolves problem areas, coordinates administrative workload leveling requirements.
• Coordinates and performs project personnel administration activities.
• Interfaces with clients, vendors, and the public.
• Reviews and manages office invoices and budget. Directs the work of other administrative staff as needed.
• Analyzes and organizes office operations and procedures such as flow of correspondence
• Process approved new hires
• Monitor EEO requirements, as required
• Process field personnel payroll weekly
• Prepares and submits monthly project billings and ensures timeliness of supportive subcontractor & supplier billing documents
• Develop weekly client meeting agenda and record meeting minutes, as necessary
• Monitor contract requirements with respect to duties
• Responsible for ordering office supplies, the set-up and repair contracts for the office equipment and cleaning of the jobsite office as needed
• Manages Project Office lease, terms, and ensures compliance
• Organize interoffice and incoming / outgoing mail as necessary
• Update project calendar and communicates relevant project messages regarding holidays, upcoming events or otherwise
• Organize special meetings and functions, to include team-building events
• Provide support to field personnel (project) and staff when necessary
• Perform additional assignments per managements direction

Skills / Qualifications :

Halmar International is an Equal Opportunity Employer M / F / Veteran / Disability / Sexual Orientation / Gender Identity.