What are the responsibilities and job description for the Office Manager position at Alpine Silica?
General Overview: The Office Manager will be responsible for maintaining the office in an organized, professional manner. This role will be responsible for assisting with operational reporting, employee administrative duties, meeting coordination, employee housing coordination, purchasing, and other tasks as assigned.
Responsibilities:
- Maintain the office in an organized fashion inclusive of cleanliness, orderliness, and proper levels of supplies in the office environment.
- Supervise the work of assigned employees to ensure adherence to quality standards and proper policy and procedures.
- Coordinate employee housing, ensure housing is properly maintained, and that proper knowledge of availability is communicated to all appropriate parties.
- Oversees the management of the visitor log and proper compliance with office procedures and processes.
- Prepares and reviews operational reports and schedules to ensure accuracy and efficiency. Maintains recordkeeping of such reports and schedules.
- Assist the assigned HR representative in the communication of departmental policies, procedures, and service standards.
- Support the payroll process by performing administrative responsibilities of the time keeping process.
- Support the recruiting process by scheduling interviews.
- Assist with new employee onboarding process by collecting any appropriate documents and sending documentation to the assigned HR representative. Completing assigned processes for new hires.
- Manage office operations and procedures such as requisition of supplies and other administrative services.
- Assist with purchasing responsibilities for the office such as creating purchase orders, gathering documents for vendor set up, reviewing invoices prior to submitting to accounts payable, and confirming and tracking orders/shipments.
- All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.
Education, Experience, and Qualifications:
- High School Diploma or equivalent, required.
- Bachelor’s degree, preferred.
- Three (3) or more years of experience in an office management role.
- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
- Proficiency in all Microsoft Suite programs including Outlook, Excel, PowerPoint, etcetera.
- Customer services experience, preferred.
- Experience with and ability to maintain confidentiality as it relates to operational or personnel matters.
- Must work well independently and as a member of a team; inclusive of multiple departments (i.e., HSE)
Other Requirements:
- Able to read, speak and write in English.
- Demonstrated ability to maintain demanding workload, multitask, and meet deadlines.
- Develop constructive and cooperative working relationships and maintain them over time.
- Develop specific goals and plans to prioritize, organize, and accomplish work.
- Demonstrate strong work ethics and strive for excellence in all activities and communication.
- Dependable, reliable, and capable of fulfilling responsibilities.
This job description should not be interpreted as an exhaustive list of responsibilities or as an employment agreement between the employer and employee. The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification and is subject to change as the needs of the employer and
requirements of the job change. Any essential functions of this position will be evaluated as necessary should an employee/applicant be unable to perform the functions or requirements due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the employee/applicant when possible.
