Office Coordinator Part Time

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 &

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 management’s direction

Skills /

BA / BS + 6 years of experience or demonstrated equivalency of experience and / or education.

Proficient experience with Microsoft Office (Word, Excel, Outlook)

Excellent written and verbal communication skills

Very good organizational and multi-tasking abilities

Liaison with Halmar’s home office Business Services staff / management to ensure compliance with Halmar’s SOP on remote project sites

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